Why Every Dental Practice Needs to Create a Scorecard

With so much on our plates, it is easy to get caught up in the day-to-day details of running a practice. We have patients to care for. We have team members to lead. We have tasks to manage. We have KPIs to measure.

All those things are important. That's why we spend so much time teaching about those topics in Dental Profit Academy and in my Inner Circle Mastermind.

But we cannot lose sight of the big picture in our practices if we want to grow. That's where scorecards come in.

How to Create a Scorecard

 

 

We have talked a lot about how a simple whiteboard can help you increase profits. Your whiteboard gives you real-time information on your production and day-to-day activities.

We have talked about how creating accountability systems and KPIs can make make your team more accountable. KPIs are individual metrics that each team member uses to measure progress. KPIs tell you what tasks each person is accountable for on a day-to-day basis.

While your whiteboard and KPIs help you stay on track with achieving your practice vision, a scorecard is different. Imagine you are on a much-needed vacation. Maybe you have always dreamed of spending a month on a remote island. Maybe you are mountain climbing on the other side of the world. You have no way to reach your practice. You can't talk with your team members. You can't talk with patients. You can't access your server. All you can access are a few pieces of key data. What are the things you would want to know so you could understand if your practice is doing well? Those big-picture metrics are what go on a dental practice scorecard.

Two Types of Metrics to Include on Your Scorecard

Less is more with a scorecard. We only want to include the most important metrics. We suggest including between five and fifteen key metrics.

When you look at your scorecard you should be able to know two things. First, you should know the current health of your practice. Second, you should be able to predict the future health of your practice based on the information on your scorecard.

One metric every practice should include is profitability. That gives you the ultimate snapshot of the current health of your practice.

But profitability doesn't help much when it comes to looking forward. It is a lagging indicator. Thus, profitability is useful and important but it only scores the past. It doesn't score things that will impact your future.

To get a complete pulse of your practice, you must also measure key leading indicators. Leading indicators are things we can measure now that help us predict future results.

Filling Out Your Scorecard

 

 

Leading indicators can be tough to identify, however the more we measure things in our practices the better we get at identifying them.

It takes a few tries to get the numbers right. You'll track something that you thought was important but ultimately is not. That's okay. It usually takes practices about three months to feel comfortable with their scorecards.

Every practice's scorecard will include different leading indicators, depending on your practice goals and vision.

For example, if you are looking to fill your schedule with more patients, you would measure the activities that attract new patients. So, if I know my outbound call conversion rate is 25% and I need to schedule ten people, a key leading indicator for my practice would be the number of calls made. If I wanted to schedule ten patients, and my call conversion is 25%, I know my team needs to call forty people. I would add the number of calls to my scorecard. If my scorecard showed we were not calling enough people, a quick look at my scorecard would tell me we need to pick up the pace.

If you are getting predictable patients using our Facebook for dentists training, you might measure active Facebook campaigns. If you know the number of ads you need to attract the right number of patients, you could include that on your scorecard.

Using Your Scorecard

Once you have your key metrics, create a spreadsheet using Google Sheets shared among key practices leaders. Google Sheets is Google's version of Microsoft Excel that makes collaboration easy.

Make sure each person is responsible for measuring and reporting back on at least one metric.

For example, Delivering WOW team member Josey works as Director of Operations at her practice. She is responsible for six metrics, gross production, scheduled dentistry for the week, how much dentistry on the books, hygiene revenue, cancellations, and no shows. She gets help from her team to do the work to impact those numbers. But she is responsible for reporting the numbers and driving improvement in those categories.

Once everyone has their metrics, ask them to update the scorecard once a week and schedule a weekly meeting to review the scorecard with your whole leadership team.

Do You Monitor Your Most Important Metrics?

 

Why Every Dental Practice Needs to Create a Scorecard

 

If you do not monitor your most important metrics, your team might be so focused on the details of their days that they lose sight of the big picture of your practice. That's why we recommend scorecards for every practice.

Creating a scorecard and reviewing it regularly will help you better plan for and predict the future in your practice. It will help you adjust faster. It will help you stop negative momentum and start building positive momentum.

Additionally, as time goes on, you will be able to compare your most important metrics to historical periods to diagnose problems and predict the future even more accurately.

To learn more about using scorecards to lead your practice, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

If you’re not sure what metrics you should be tracking, or want a clear, repeatable system for growing your production — so that your scorecard numbers look as healthy as possible — then you’ll want to learn more about our upcoming Marketing & Practice Growth Challenge HERE.

How to Build an Environment in Which Every Team Member Does Their Best Work

My Delivering WOW team members are some of the most trustworthy, knowledgeable, and motivated people I have ever met. They know marketing, dental practice management, and effective ways to help practice leaders grow.

They are successful with Delivering WOW and active in the dental industry. For example, one team member works at a multi-location dental practice. During her first year, she grew the hygiene department 104%. In the last 18 months, she added millions of dollars to the organization through hygiene production alone. She also decreased cancellations and no-shows from 30% to less than 10%. The list goes on.

Her success with Delivering WOW and in her current position suggests she turns everything she touches into gold. While it is true that she is talented and hardworking enough to do so, she would be the first to tell you her career wasn’t without its challenges.

As leaders, we can help team members fly or clip their wings and hold them down.

 

How to Build an Environment in Which Every Team Member Does Their Best Work

 

Earlier in her career, this amazing team member moved across the country to take a job. When she started, she was told not to say or do anything for the first ninety days. Her bosses told her to be a “fly on the wall” and just observe operations during that time.

Twelve days into her job, however, she was called into the president’s office and fired. She was told that management didn’t think the position was right for her. They complained that she hadn’t made any decisions to help the company during the first twelve days. She had moved across the country and her husband had quit a job he held for a decade to move with her.

After defending herself as having followed directions, she was given one more chance. Needless to say, she completely lost trust in the leadership team. They told her to be a fly on the wall and then tried to fire her for doing so twelve days later. After taking a break to compose herself, she told one of the leaders how disappointed she was. She then decided to go back to the office do her best work, although it was hard to trust leadership after that. Eventually, she left and found new employment where she felt better supported and did incredible work from the start.

While she was able to turn a negative situation into a positive, not every team member is as self-motivated and determined as she is. She only stayed there long enough to be noticed and recruited by her next employer.

Build a positive environment to get the best work out of every team member.

 

How to Build an Environment in Which Every Team Member Does Their Best Work

 

What did her new employer do differently to get her best work? Why did her earlier employer tell her to be a fly on the wall and then fire her twelve days in? Simple. The difference between the two companies is the environment the leadership team built.

The environment at her old employer caused her to feel fearful. She would sit and question her emails multiple times before sending them out. She wouldn’t take risks or reach beyond the direct responsibilities of her position. She would not take any risk. She was miserable.

The environment at her new employer gave her the freedom to take risks and make decisions she felt were best for the company. She did not have the same fear of being fired for minor offenses.

How to build a positive environment that gets the best work out of every team member.

 

How to Build an Environment in Which Every Team Member Does Their Best Work

 

Leadership expert Simon Sinek talks frequently about the impact of environments on productivity. In short, Sinek says if people trust leadership and feel safe and supported, they will do their best work. If not, they will do just enough to not get fired before they can find another job.

Building an environment that gets the best work out of your team is much simpler than many dentists expect. Generally, you only need two things to build a supportive environment.

First, you need consistency in what you measure and the metrics that matter. Let your team know what is most important, and systematize as much of your day-to-day operations as you can. By doing so, each team member will know what they need to do to succeed and will have simple strategies for completing the most common ones. That frees them up to direct their creativity toward helping you build your practice.

Second, you need to manage people. You need to lead people well. With systems in place and clear metrics being measured, your team will understand the goals for their position. But team members work harder for leaders they trust. If you tell them to be a fly on the wall for the first ninety days, do not threaten their jobs twelve days later for not doing more. That is a surefire way to lose trust. Your team will do just enough to not get in trouble.

If you are consistent and trustworthy and show people small failures won’t make them lose their job, they will do whatever they can to help you achieve your practice vision.

Continued improvement in systems and measurements plus your ability to lead people will create an environment in which every team member feels empowered and does their best work.

Are you building a supportive environment in your practice?

The only way to get the best work from every team member is to build an environment built on trust and support. As practice leaders, we all must continue to develop our leadership skills in addition to implanting systems and processes to support our operations.

For more help get started on becoming the best practice leader you can be, join our upcoming Marketing & Practice Growth Challenge — save 20% off with the code CHALLENGE at checkout!

How to Create Teams and Assign Projects to Team Members Using Asana

Asana is one of my favorite tools to increase productivity in dental practices. It is the best way to collaborate with team members to manage key tasks and projects. You can easily get everyone on the same page and prevent key tasks from falling behind or not happening at all.

Asana keeps everything organized and sends automated email notifications to team members when they have something to do or a task they are working on gets updated. You can also send notifications to team members manually through Asana by tagging them in a post just like you would tag someone on social media.

If you have never used Asana before, you are only four steps away from the peace of mind that comes with knowing your most important tasks are organized, assigned, and on track.

1. Sign up for Asana to manage dental practice projects with ease.

 

How to Create Teams and Assign Projects to Team Members Using Asana

 

If you have never used Asana, you can sign up at Asana.com. Asana is a web-based program so you can access the secure platform from anywhere you have an internet connection. No need to stay late at the office to review progress and keep tasks on target anymore.

Asana offers a free version for small teams that do not need customized privacy settings. The free version lets you either keep information private to you or make it public to everyone on your team. For customized privacy settings, which I recommend, claim a free trial to the premium version. Customized settings allow you to choose exactly who has access to what information, instead of limiting it to nobody or everybody. When your trial expires, you pay a small fee per user. If you use Asana well, increased productivity will more than cover the fee.

2. Create teams for your practice.

The best way to manage projects is to make sure everyone knows exactly what they need to do and by when they need to do it. Asana’s “team” function allows you to do just that. Once you set up your account, you can set different Asana teams for different needs and assign team members only to the teams they need to access.

We suggest starting with five teams. First, create a team for your entire practice. There, you can share practice-wide initiatives, news, and information. Second, create one for training where you manage training activities within your practice. Third, create a team for accounting and finance. There your accounting and finance teams can manage information. Finally, set up a team for marketing where you can keep all your marketing materials and activities organized.

When you set up a team, choose a name, add a description, and then add email addresses for team members who need access. You can choose for the team to be hidden or public to the entire practice. Projects and tasks in a hidden team will only be visible to members of that team. Projects and tasks in a public team will be visible to all practice team members.

3. Create team projects.

 

How to Create Teams and Assign Projects to Team Members Using Asana

 

Once you create your teams, start creating projects for each team. As with teams, you can edit privacy settings for projects to be public or private only to select team members.

We recommend adding projects for the items you want to make sure happen in your practice. For example, you could set a project for your Team Leader Live Agenda, Training, 90-Day Planning, and Systems for your practice-wide team.

Having a Team Leader Live Agenda projects allows you to make sure your agenda is up to date. It also ensures your entire team knows what topics their team leaders are focusing on. Your Training project lets everyone know what training they must complete. The 90-Day Planning makes sure you set your 90-day goals and stay on track with tasks needed to achieve them. Finally, a Systems project organizes key practice systems in one place.

4. Create sections and assign tasks to the right team members.

Within projects you can create multiple “sections.” Sections function as additional ways to organize tasks by timeline or priority. For example, in your 90-day planning project, you could have three sections, one for each month.

Once you set any sections you need, you can easily create and assign specific tasks to team members. Each task is organized in one convenient thread where you can add a description, attach documents, assign a due date, communicate with team members, and even assign the task back and forth. All of your communications will be in one place, so you never have to waste time searching email or papers again. When a team member completes his or her part of a task, they can “assign” it back to you for review similar to volleyball players knocking the ball back and forth over the net. If you need them to adjust their work on a task, you can add a comment and assign it back. If it is complete, you can mark it as complete or assign it to another team member to add their part.

Are you ready to get more organized and productive than ever before?

 

How to Create Teams and Assign Projects to Team Members Using Asana

 

Asana is my favorite productivity tool for your practice. Once it is set up, creating and assigning tasks will be easier than ever. You can keep all tasks organized and on track from wherever you have an internet connection.

To learn more about using Asana to get more organized and productive than ever before, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

If you want to join hundreds of practices that we've been helping on getting more productive and organized, please check out our upcoming Marketing & Practice Growth Challenge.

Find out more here — plus use the code CHALLENGE at checkout to get 20% off!

Three Strategies for Achieving Massive Profit Growth in Your Practice

Practice leaders pay a lot of attention to attracting new patients. We love helping dentists attract new patients. Through Facebook, dental marketing funnels, and other strategies, we help practices attract patients on autopilot. That sets up practices to achieve consistent patient growth with very little effort.

With that in place, you have two choices. First, you could grow your practice by welcoming new patients into your existing systems and processes. That achieves consistent revenue and profit growth. Your practice grows based on your patient growth. Second, you could leave your marketing on autopilot and focus efforts on other strategies for making your practice even more profitable. This second option is how dental practices achieve massive growth. Here are three examples of ways to increase practice profits from existing patients.

1. Increase Productivity Per Visit

 

Three Strategies for Achieving Massive Profit Growth in Your Practice

 

When you add a new patient to your practice, you naturally increase profits by a small percentage. When you improve productivity per visit, a small productivity boost can help you achieve a much larger profit increase.

For example, Delivering WOW team member Josey increased productivity for hygiene visits by more than 50%. She started below $200 per visit and increased production to more than $300 per visit.

Increased productivity per visit is important because it impacts both existing and new patients. You can increase productivity per visit many ways. Josey made sure her hygienists had more time with patients. She also talked with her hygienists about additional products and procedures they could offer patients.

Other ways to increase productivity per visit is to use block-scheduling techniques and perform multiple procedures per visit instead of spacing them out.

2. Offer Membership Plans

 

Three Strategies for Achieving Massive Profit Growth in Your Practice

 

Membership plans are a simple way to increase profits for your practice. Membership plans can be very profitable for fee-for-service and PPO practices.

With membership plans, patients pay a one-time activation fee to sign up and small ongoing monthly fee. The plans generally include two cleanings, fluoride, x-rays, and exams plus a discount on other procedures. Josey’s membership plan requires a $75 activation fee and a monthly fee of between $25 and $45 and offers a 15% discount to members.

Membership plans have several benefits. You reach a large uninsured market that would not otherwise receive the care they need. You can also give local businesses that cannot afford to offer dental insurance an affordable alternative.

Membership plans generate recurring revenue that grows over time as you add more people in your plan. Moreover, the discount you provide on services is generally much lower than you provide to patients with insurance.

3. Diagnose all Treatment Needed

 

Three Strategies for Achieving Massive Profit Growth in Your Practice

 

Too many dentists only diagnose what is urgent. They only talk with patients about what is urgent. If a patient arrives in pain, they only address the issue causing them pain. With that approach, the only things you will treat is what is urgent or causing a patient pain.

You can serve patients better while simultaneously increasing your profits by diagnosing and discussing all treatment needed by each patient. For example, one dentist had a woman move forward with $10,000 in treatment after diagnosing all treatment needed, not only what was urgent. The woman had been a patient in her practice for years but had never known what it would take to achieve optimal mouth health. When she finally had the right conversation, the patient paid $10,000 and was ready to go that day.

To start this type of conversation, ask, “Would you like to know what it would take to get your teeth to optimal comfort, function, and aesthetics? Would you like to know what it would cost to make your mouth perfectly healthy?”

They always say yes. When you diagnose everything and provide flexible payment options, many patients realize the cost is not as much as they expected. Some ask whether they could pay over time. Others ask if they could schedule the treatment over time. The more flexible you are with payment options, the more likely you are to have more patients move forward with all the treatment they need.

Are you focused on total practice profitability?

While attracting new patients to your practice is important, it is only one way to increase practice profits. The fastest growing dental practices also focus on having systems and processes in place to achieve total practice profitability. Productivity per visit helps you increase profits on a large scale with only a little effort. Membership plans help you generate new, highly profitable, and recurring revenue streams. Diagnosing all treatment needed and offering flexible financing options gives patients the opportunity to move forward with all the treatment they need, not just what is urgent.

We’ve been helping practices track and improve their productivity per visit in our monthly Marketing & Practice Growth Challenges. This challenge is for any practice who wants to grow their production per visit, create a 12-Month marketing plan and launch a marketing campaign to improve their community presence. Learn more at http://www.deliveringwowchallenge.com and use the code CHALLENGE to get 20% off at checkout!

The Most Important Productivity Factor Most Dental Practices Ignore

The Most Important Productivity Factor Most Dental Practices Ignore

When dental practices want to increase productivity, the natural instinct is to increase their marketing efforts. After all, new patients are the obvious way to increase productivity. And since we can use Facebook to attract new patients on autopilot, increasing marketing efforts is an easy choice.

But most dental practices ignore a factor that is even more impactful on productivity than new patients and even easier to improve. I am talking about production per visit.

Productivity is not just about how many people you are seeing each month. It is also about what you are doing with those people. If you have been focusing only about the number of patients and visits, do not worry. The number of patients and visits is important. But you can exponentially increase profitability by increasing production per visit as well.

How Focusing Only on New Patient Acquisition Limits Production . . . and Profits

 

The Most Important Productivity Factor Most Dental Practices Ignore

 

The real problem with focusing only on number of visits is the trickle effect it has on the rest of your practice.

We see it all the time in dentistry. We get more patients in and fill up our hygiene schedules. When our hygienists get busy, we shorten hygiene appointments and double book our hygienists. That makes it so hygienists do not have time to talk about oral health with patients. They do not have time to assess whether somebody is actually brushing and flossing. They do not educate patients on dental options. They get in, scale people’s teeth, and move on. We’re not educating patients on their overall mouth health.

Yet, no matter how much we shorten hygiene appointments, double book our hygienists, or even give them assistants, we do not see a huge jump in the amount of production coming out of hygiene. We might see some increase but not the type of growth that really moves the needle.

Too many dentists get almost addicted to gaining new patients. Yet new patients take time and some money to acquire. We have to do the Facebook ad or Facebook Lives. We have to give away some dentistry, excite people, give them office tours, sell them on our practice, or even give them gifts. We then have to spend time learning about their health history and diagnosing them. That takes time and costs money.

How Focusing on Production Per Visit Drives Production . . .  and Profits

 

The Most Important Productivity Factor Most Dental Practices Ignore

 

If you have been attracting patients to your practice, you probably have hundreds or thousands of patients. You already know them. You know their issues. You have already done dentistry on them. And they know, like, and trust you. They are the most likely patients to make appointments and move forward with treatment plans. Yet they have fallen through the cracks.

When you shift your mindset from a singular focus on new patients to increasing production per visit, something shifts in your practice. Your mindset shifts. Your team members’ mindsets shift. You all focus on doing things to increase production per visit and get current patients all the care they need as efficiently as possible.

Instead of looking for new marketing methods, you stick with what is working, leaving your Facebook marketing bringing patients in on autopilot. But your time and energy are focused on production per visit. So you talk with your team about scheduling all care for patients in one visit. You schedule more time for hygiene visits to give your team time to educate the patients who already trust you. You start booking more higher-profit procedures that change your patients’ lives for the better. You place dental implants, perform teeth whitening, and other higher-profit procedures. You make more money while giving patients life-changing improvements to their smiles and mouth health.

Production Per Visit and Profits in Action

 

The Most Important Productivity Factor Most Dental Practices Ignore

 

Team WOW member, Josey has five offices in North Carolina. Over Thanksgiving 2017, Josey spent about twenty-five hours digging deep into her productivity data. She pulled reports. She looked at historicals. She did month over month and year over year. She looked at everything she could to determine proper staffing.

What Josey found was she was better off with six hygienists doing 40% chair capacity than three hygienists doing 90% chair capacity. When she was operating with three hygienists at 90% chair capacity, the hygienists were almost forced to just go through the motions and move to the next patient. For example, the six hygienists sold a total of eight sonic air toothbrushes in the prior six months. That was terrible production.

Josie analyzed and made a list of all the relevant products and procedures hygienists with sufficient time and the proper focus could offer to patients. She discussed them with her team and then adjusted scheduling so the hygienists had more time with patients. All of a sudden, everyone on her team was working together to give patients all the time and attention they needed.

She went from below $200 production per visit, to more than $300 per visit for hygiene. Her goal was $225 per visit, and she now regularly sees them doing $300 or $325 production, or more, per visit. One office with six hygienists hit $42,000 in hygiene production in a week. Another with six hygienists hit $39,000.

How much effort have you put into increasing production per visit?

If you focus only on attracting new patients, you might be missing out on the easiest and fastest way to increase production. By setting up your team with the time and training they need to increase production per visit, you create a true triple win. Your patients get more time and attention from your team. They also get the care they need to achieve improved feel, function, and the health of their mouth. Your team members do not have to rush from appointment to appointment all day. And you get increased productivity and improved patient and team member satisfaction.

TAKE ACTION TODAY:

We have helped hundreds of practices to boost profits by implementing simple, repeatable systems for consistent growth in their production month over month. Our Marketing & Practice Growth Challenge helps them do this in just 21 days! Want to learn more? Click here!

Five Leadership Abilities Every Dentist Needs

With so much on our plates as dentists and practice leaders, it can be difficult to achieve continuous practice growth. We may experience short-term growth. We may achieve success in one area of our practice only to see another area of our practice struggle. Or we may hit a ceiling where everything we do works but only to a certain extent.

You get stuck. You are too busy to do everything yourself. You are too tired or stressed to micromanage. Maybe you are overwhelmed and just need to get away.

That is normal. Many of us hit a ceiling in our businesses. But how do you bust through a ceiling? The way to break through the ceiling is to develop five leadership abilities. As you read through these abilities, ask yourself whether you need to work on one or more of these. Do you practice them consistently? If not, chances are you are slipping in one of these areas.

1. Your Ability to Simplify

 

Five Leadership Abilities Every Dentist Needs

 

Business is complex. Patient care is complex. Managing people is complex. The more that you can simplify your business, simplify your processes, the more successful your practice will become. Many of us make things really complicated. When you make things complicated, your team’s performance will be inconsistent at best. If you struggle to simplify things, your team will struggle to perform tasks.

2. Your Ability to Delegate and Elevate

The more you can delegate, the more you can accomplish as a practice. You avoid being a bottleneck. You avoid having tasks pile up. And when you can delegate effectively, you can elevate other people to take ownership of tasks or rise to leadership positions. The more you can get other people to take things off your plate, the faster and the better you can grow.

3. Your Ability to Predict

 

Five Leadership Abilities Every Dentist Needs

 

Regarding your business, looking forward, can you predict what will happen? Do you know where your next patients will come from? Can you project costs or revenue? Can you predict what will happen when you change things about your operations or marketing?

I can predict that if I keep doing everything the same way I am doing it now, I will become stagnant. I might lose a team member. I might eventually not have a full schedule.

The better you can predict what will happen if you do nothing or when you change in certain ways, the better you will be able lead your practice forward. You will be able to prioritize tasks that will yield better results. You will be able to cut expenses that are not worth continuing. You will be able to better direct your entire team.

4. Your Ability to Systemize

I am not suggesting you need a five-hundred-page systems manual. Nobody will read that, and it would probably be out of date by the time you get it finished.

But I do suggest you simplify and document the most important processes in your practice. Then, I suggest you keep those processes in a place every team member can find. The team member who is responsible for those tasks can use the process to achieve better and more consistent results. And if that team member is out, another team member can step in and perform tasks using the processes.

If you are just getting started, pick a few important processes you need to be done the same way every single time.

For example, how do you want people to hand things off from the front to the back? How do you want people to answer the phone? How do you want them to describe an implant? What are the systems inside that make things consistent?

Then document the steps you want to be done every time, or ask a reliable team member to do so. Share those instructions with your team, and you have yourself your first system.

5. Your Ability to Structure

 

Five Leadership Abilities Every Dentist Needs

 

Nobody likes chaos. Nobody likes going into work and having no idea what they are doing. Nobody likes to get to work and not know where they are supposed to go. Nobody likes showing up for a new job and realizing their job description does not match their job responsibilities.

The more you can provide structure for your team members and patients, the more trust you will build with them.

Your team members will know what is expected of them, and your patients will know what experience to expect when they come in.

Take Your Leadership to the Next Level

If you find yourself hitting a ceiling in your practice, revisit this post, and ask yourself if you are slipping in one of these categories. Are you over complicating things? Are you not delegating and elevating effectively? Are you unable to predict the future impact of your actions or inactions? Are your systems outdated (or nonexistent)? Does your practice lack structure?

If you answered yes to any of those questions, that might be what is keeping you from consistent practice growth.

TAKE ACTION TODAY:

If you want help building your leadership abilities, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

If you want to improve your team’s leadership abilities AND grow your practice in the next 21 days, now is the time to sign up for our next Marketing & Practice Growth Challenge. Hundreds of practices have gone through the challenge and almost all the teams leave the challenge with improved leadership skills, and a renewed energy and commitment to growing their practice.  Ready to save your spot? Click here — and you can save 20% when you use the code CHALLENGE at checkout!

Finding Your Happiness with Dr. Emily Stopper

EP 130 - FInding your happiness with Dr. Emily Stopper

We’ve got a truly inspirational episode of the podcast for you this week that investigates how you can save more lives with sleep apnea while also exploring ways in which dentists like YOU can build your dream dental practice. 

I’m happy to introduce you to my special guest, Dr. Emily Stopper, who has practiced dentistry for over 11 years. She graduated from the University of North Carolina at Chapel Hill in 2007 and is dedicated to maintaining a high level of knowledge and skill in the ever-changing field of dentistry.

Dr. Stopper is especially passionate about helping patients who suffer from obstructive sleep apnea. In her pursuit to help improve patients’ lives, she also teaches other dentists how to successfully implement sleep apnea treatment in their practices.  

Dr. Stopper is the founder of The Happy Dentist where she mentors and coaches dentists to help them achieve their own personal and clinical goals. Dr. Stopper has written countless articles that have been featured in Dental Economics and The Profitable Dentist. She is a founding member of The DDSO Alliance along with Dr. Brady Frank.  

Emily lives in the North Carolina mountains with her husband, Jason, and their three children. In her spare time, she enjoys travelling, spending time with her family and going to the beach every chance she gets. 

 

Finding Your Happiness with Dr. Emily Stopper

On the podcast we discussed… 

  • Emily’s story from graduating from dental school, joining her father’s practice and building her career as a mentor for other dentists 
  • Emily shares a moving and emotional story about the loss of her son and how it changed her life  
  • How Emily got introduced to sleep apnea and discovered how common it is (one out of five people have sleep apnea) 
  • How dentists can help save the lives of patients with sleep apnea 
  • Common sleep apnea symptoms a dentist can look out for when treating patients  
  • The importance of getting the whole team involved  
  • Emily’s recommended devices and approach of helping patients with sleep apnea 
  • Finding work/life balance as a female dentist concerning things like motherhood and maternity leave etc. 
  • How to choose the best dental practice to buy and invest in  

 

Finding Your Happiness with Dr. Emily Stopper

 

If you would like to get in touch with Emily, you can email her at emily@thehappydentist.com and join The Happy Dentist Facebook group, where you can share tips and tricks with other dentists and socialize with like-minded people in a positive environment.

Here is a short video trailer of the podcast episode where Emily explains how dentists can help save the lives of patients with sleep apnea:

 

One Tool Every Practice Can Use to Increase Productivity

Every successful, profitable, and productive dental practice needs three things. First, they need the right people working together. Second, they need the right systems and processes in place. Third, they need the right tools to set everyone up for success.

One of my absolute favorite tools that I use with my teams is Asana. I use it in my practice and with Delivering WOW, and I recommend it to all my Dental Profit Academy and Inner Circle clients.

Asana is a simple piece of software that can help your practice run like a well-oiled machine. It works on your computer as well as with a smartphone app and can even sync the app with Google or iCalendar to make sure everything you do in Asana is synched with every team member’s calendar. And the best part of it is it can grow with you, too. When you are just starting out, Asana offers several simple features to help you collaborate with your team. As you grow, you can use several more features to manage multiple projects, calendars, and more. Here are several ways you can use Asana to increase productivity in your dental practice.

Use Asana to create and manage key projects.

 

One Tool Every Practice Can Use to Increase Productivity

 

With so many responsibilities, it is easy for projects to get dropped. Asana helps avoid this problem by allowing you to create projects and assign specific tasks to appropriate team members.

If your team members have a question, they can ask you right in Asana without having to interrupt you from doing other important things.

This allows you to get your other work done and respond to your team at a convenient time for you. You can even reply from Asana’s mobile app from outside of the office. No dropped projects. No interruptions. Once you reply, simply assign the project back to the appropriate team member to continue working on the project.

Without Asana, you could ask a team member to help with something and then get so busy you forget to follow up. Or, your team member might get so busy with other tasks that they never get to your new project. Weeks or even months go by, and nothing changes. Asana helps you stay on top of these things so you can be reminded of the tasks, adjust other activities for the team member, or reassign the task to another team member with more available time.

Use Asana to ensure each team member knows what tasks they need to get done.

Although it is important for your entire team to work together toward a common goal, it is not necessary for every team member to be involved in every project.

With Asana, you can create and assign projects based on the specific subject matter or by the people who need to be involved in each project.

This way, only team members who need to be involved in projects get notified. Others can concentrate on their tasks without disruption.

With my practice, we have some projects accessible to our entire team. Others are assigned to our leadership team only, marketing department, or even accounting. We even have a dedicated project for training and development initiatives.

With each project, we assign specific tasks to specific team members so everyone knows exactly what they need to do. This helps avoid the situation where each team member assumes someone else is performing a task.

Use Asana to help implement your 90-day plan.

 

One Tool Every Practice Can Use to Increase Productivity

 

In Dental Profit Academy and my Inner Circle, we help dentists create massive change by creating 90-day action plans. Our 90-day action planning is a proven strategy and blueprint to achieve top personal and practice goals.

While many dentists have set and achieved top goals using spreadsheets, Asana makes implementing your plan so much easier. All you need to do is assign key tasks to the right people and add due dates. Asana will help hold everyone accountable.

Asana makes team member collaboration easy and organized.

One of my favorite features of Asana is how simple it is for team members to work together using the task list feature. For example, my team and I use Asana’s task list feature to make sure we do not run out of supplies.

When a team member notices something is low, they put a link to the product sales page as an Asana task and assign it to me. I then get a notification that I have a task, along with the due date, which syncs with my calendar.

I can then go in, open my task list, and make sure everything gets ordered on time, every time.

What do you use to manage tasks and projects?

 

One Tool Every Practice Can Use to Increase Productivity

 

Without Asana, many practices find it hard to get every team member on the same page when it comes to key tasks. That causes things to be forgotten and team members to be significantly less productive.

Asana’s ability to make scheduling, assigning, and communicating seamless and simple can help make even the most disorganized practice more efficient.

TAKE ACTION TODAY:

To learn more about using Asana to become more efficient, manage tasks, assign them to team members, and hold everyone accountable for completing their assignments, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

If you want to find out how I can personally help you boost your practice’s productivity over 21 days, find out more about our Marketing & Practice Growth Challenge here.

How to Use Organizational Checkups to Achieve Consistent Growth in Your Dental Practice

Giving your dental practice an organizational checkup is important for many reasons. Among them, it helps you ensure everyone is working together toward your common goal. It also helps make sure every team member is performing their tasks consistently well.

Organizational checkups are so important that we ask all our Inner Circle Mastermind members to conduct them on a regular basis. We also include organizational checkup training in the leadership track of Dental Profit Academy.

Here’s how to use organizational checkups to achieve consistent growth in your practice.

1. Get a baseline score by conducting your first organizational checkup.

 

How to Use Organizational Checkups to Achieve Consistent Growth in Your Dental Practice

 

We teach dentists to conduct organizational checkups by ranking 20 qualities of their practices on a scale of one through five, with a score of five being the best.

For example, one quality we ask them to rank is whether their core business is clear and their systems and processes reflect that. If a practice has a clear core business with systems and processes that reflect it, their score would likely be a five. But if they have neither a clear core business nor systems or processes in place, their score would likely be a one. Or if they have some but not all of those things in place, they might score a two, three, or four.

Each of those scores is your baseline for the quality measured, such as a score of three on whether your core business is clear and you have systems and processes to reflect it.

At the end, you add up all of your scores to get your total baseline score. With twenty questions, the highest score you can achieve is 100, the lowest you can achieve is a 20. A score of 100 is not realistic if we’re being honest with ourselves. A score of 20 is also not realistic if we’re being honest with ourselves. We can be our own worst critics and not give ourselves the credit we deserve. Almost any practice has at least one or two things they are doing well. It might not feel that way sometimes because of how stressful things can be.

At my Inner Circle Mastermind event in New Orleans, we asked volunteers to share their organizational checkup scores. Four people volunteered their scores of 64, 47, 55, and 28. Obviously, the practice that scored a 28 was just getting started focusing on building the practice of their dreams. The other practices had all been working toward building the right direction, structure, and team longer.

While it can be painful to conduct your first organizational checkup, both your total score and each individual quality score provide a helpful baseline you can use to evaluate progress over time.

2. Identify action steps.

 

How to Use Organizational Checkups to Achieve Consistent Growth in Your Dental Practice

 

Once you have your baseline score, take a look at each of the components. When you do, you’ll likely see qualities that fall into a few categories.

First, you’ll find qualities where you scored a perfect five. Those generally need the least amount of attention moving forward because you’re already doing well in those areas. Action steps for these areas focus more on refining and continuous improvement than overhauling.

Second, you’ll find qualities in the three and four range. You’re doing well with those, but they could use a few tweaks. They might be your easier fixes, so identify the steps you can take to get these from a three or four to a five. These are the easier improvements to make, so look for those easy improvements.

Third, you’ll find qualities in the one and two range. These are areas that need more work and attention. If the reason you’re struggling in these areas is because you haven’t paid attention to them, these are areas where attention and planning will help. If you’re struggling because you need help, don’t have experience or knowledge in the area, or don’t like it, consider getting outside help. Consider hiring a coach or consultant to help you, like I did when I was transforming my practice. You could also get specific training through something like Dental Profit Academy. Or, you could join a dental leader mastermind like my Inner Circle Mastermind.

3. Take action, measure again, and adjust.

 

How to Use Organizational Checkups to Achieve Consistent Growth in Your Dental Practice

 

A list of action steps is helpful. But a list alone won’t improve results. Only taking action improves results. Once you have your list of action steps, start taking action. Get help from key team members so you don’t have to do everything yourself.

If you need more help or insights than they can provide, get outside help. Otherwise, you’ll end up with more of the same for your practice—and for your personal life.

Thirty days later, conduct another organizational checkup to see the progress you’ve made and identify areas for additional improvement. When you’re just getting started, monthly checkups are a good idea. They only take a few minutes, and your action steps will be fewer and fewer. Over time, you could do them less frequently; however, we still suggest doing them regularly.

Is it time for an organizational checkup for your dental practice?

If you haven’t given your practice a checkup in a while, take a few minutes to rank each part of your practice on a scale of one to five. Measure your systems, team unity, practice vision, systems and processes, accountability structure, organizational goals, and more. Then take action and assess again thirty days later to measure the first month of continuous growth for your practice.

TAKE ACTION TODAY:

Once you have completed your organizational check-up, here’s your next step: 

If your marketing score is low, or maybe your production score is just average, or maybe your team engagement and involvement score is not where you want it to be…then this is your invitation to join our upcoming Marketing & Practice Growth Challenge.  In 21 days you will:

  • Create your 12-Month Marketing Plan
  • Launch a Marketing Campaign that will allow you to grow your practice’s presence as well as make relationships with future small business owners in your community.
  • Implement whiteboards in your practice to reverse-engineer your goals for more success and more profit.

This challenge is your shortcut to improving these scores and increasing your practice growth. Over 300 practices have gone through the challenge and the results are inspiring! Learn more or sign up here (plus get 20% off at checkout when you use the code CHALLENGE).

Why Every Dentist Needs to Give Their Dental Practice an Organizational Checkup

As dentists, we're used to examining people's mouths. We know the importance of checking people's mouths to their overall health. We know many patients don't enjoy their exams and make a point to Deliver WOW to ease some of that anxiety.

But at the end of the day, we know people need mouth exams just like they need general health checkups. Here are three reasons we should give our practices checkups just like we do for our mouths and bodies.

1. Organizational checkups identify hidden problems.

 

Why Every Dentist Needs to Give Their Dental Practice an Organizational Checkup

 

We know regular dental exams catch issues people might not see or feel themselves. For example, we take x-rays to spot cavities between people's teeth. We spot and remove plaque people don't notice themselves. And we measure the depth of spaces between people's teeth and gums to check for gum disease.

We walk systematically through a series of steps to examine, clean, and treat anything that needs immediate care. In the end, our patients know exactly what's going on with their mouths, even the hidden stuff they can't feel or see.

Organizational checkups do the same things for our practices. They walk us through a series of steps to examine exactly what's going on in our practices. This is especially helpful for identifying hidden issues that might otherwise go unnoticed.

2. Organizational checkups keep small issues small.

 

Why Every Dentist Needs to Give Their Dental Practice an Organizational Checkup

 

We know cavities can lead to further decay, pain, infection, or greater illness, and even death. That's why we fill cavities before they lead to further decay. And that's why regular exams are important. They can help us spot cavities before they become serious issues.

Regular organizational checkups do the same thing for your practice. For example, you might learn that the person responsible for ordering supplies isn't checking your monthly goals. They just order based on past use. If you decided you would triple your monthly goals for a procedure that might leave you without enough supplies.

With regular checkups, you would discover that issue before you completely run out of supplies. You might dip into your extra inventory but wouldn't completely run out. Without regular checkups you might completely run out of supplies and have to scramble.

Dipping into extra inventory is a very small issue. Running out of supplies is a much bigger one.

3. Organizational checkups help hold everyone accountable.

 

Why Every Dentist Needs to Give Their Dental Practice an Organizational Checkup

 

We all know how important it is to keep everyone in our office accountable. Organizational checkups help. For example, one way we hold people accountable is by preparing an accountability chart for each team member. Each person's chart includes all of their responsibilities.

We then ask each team member to constantly update their chart as they complete their tasks. During your organizational checkup, you would check each person's accountability charts. You'd make sure they are are all clear, complete, and updated. When you don't check everyone's charts regularly, you may go weeks or months without reviewing whether people are completing their tasks. When your team knows you conduct regular checkups, they're reminded to keep their charts updated and double check that all of their tasks are performed.

If someone isn't performing their tasks, organizational checkups help get them back on track. And if they don't get back on track, your organizational checkups let you know when it's time to move on so both you and they can find a better fit.

When is the last time you gave your dental practice an organizational checkup?

Conducting regular organizational checkups is the simplest way to ensure you lead your practice well. It ensures everyone is working together. It ensures your systems are clear and being followed. It makes sure you're hiring, reviewing, rewarding, and firing around clear core values. It confirms your marketing, vision, and operations are all aligned. It helps you keep everyone working in the right role. And it helps you ensure everyone knows what's expected of them (and why their work matters).

TAKE ACTION TODAY:

If you haven't given your practice a checkup, it's time to check whether your team is working together and working toward your goals and vision for your practice. Monthly goal setting and daily goal-tracking with whiteboards is one of the easiest ways to check in on the practice, and to assure that you continue to grow. If you don’t have whiteboards in your practice, now is the time to implement them — and we can help because it’s one of the first actions you implement in our Marketing & Practice Growth Challenge. Some practices in the challenge have implemented whiteboards and had their biggest months in business since they’ve opened their doors. Learn more here.

If you want more help to ensure your team is working together and working toward your goals and vision for your practice, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

How to Create Change Inside Your Practice

How to Create Change Inside Your Practice

In many industries, businesses have owners, visionaries, and operational leaders, such as COOs and Marketing Directors leading their companies.

In the dental industry, however, many dentists feel as if they need to do everything themselves. They need to be the owner, visionary, CEO, COO, Marketing Director, HR, and even Customer Support agents.

And that's not even taking into account the fact that they need to care for patients well, too.

How can any one person do all those things, and do them well?

They can't. It's not possible.

Whenever I meet a dentist who is trying to do everything, I soon learn they're not doing well in one or more areas. Some aren't attracting patients. Others have teams who are not performing well. Others struggle to keep up with their finances. Many of them are not doing their best in any area.

It doesn't have to be that way. In fact, it shouldn't be that way. We can achieve true growth and fulfillment from our practices. We can change. But when we're stuck in the busyness of doing everything, it can seem daunting or impossible to change.

The more dentists I help through Dental Profit Academy, bootcamps, or my Inner Circle, the more I realize true change happens by lifting up and empowering leaders within our practices and letting go of things we can't or shouldn't have to be doing ourselves.

When we do that, we can build transformational leadership in our practices. We build teams of leaders and those leaders transform our practices, our lives, and their lives too. Everyone wins.

Transformational leadership makes everyone win

 

How to Create Change Inside Your Practice

 

Some people say that behind every great company is a great leader. Have we heard that before? I say, “Behind every great company is a leader who hires and inspires great leaders, and then moves out of the way, so together, you can make your greatest contribution.”

The difference between those two phrases is important. The first phrase puts the emphasis on one person. That would be the motto of the dentist who feels the need to do everything themselves.

The second, puts the emphasis on lifting up, empowering, and letting go. That would be the motto of a dentist looking to develop transformational leadership that changes lives.

When we lift up and empower leaders in our practices and get out of the way, everyone wins. We win because we let go of the false belief that we need to do everything. We also win because we can focus on doing the things we enjoy, are best at, and need to do as owners and dentists. It's the only way we as team leaders, as doctors, can move closer to achieving our personal dreams.

 

Our practices can help us achieve our personal dreams. But they'll never do that if we do not hire and inspire great leaders.

Our team members win because they get to assume leadership roles, develop skills, and impact change. Great leaders are not defined by their titles. By putting people in a position to grow, we can hire and inspire leaders at all levels of our practice. That will help our team members grow faster and further than they would otherwise do so in a typical career path.

Finally, our patients win, too. When we are not spread so thin, we can focus even more time and attention on Delivering WOW to them. And when our team members continue to grow and win, they become even more fulfilled and effective in their work. That positions them to Deliver WOW to patients as well.

Who can you lift up and empower in your practice?

 

How to Create Change Inside Your Practice

 

The only way to create change inside our practices is to change the way we lead.

If you are working too hard, feeling stressed, or feel stuck having to do everything yourself, look for ways to lift up, empower, and let go. You don't need to let go of everything at once. But the only way to grow is to let go of something.

What if Jeff Bezos, the founder of Amazon, ran a dental practice? What would he do? Would he do all his own marketing? Would he do his own bookkeeping? Would he train everyone on his team? No, he wouldn't.

He grew and scaled Amazon because he hired and empowered the best people he could find in each area of his business.

We need to do the same to you. The first step to do that is to look for the next great leader, a great second-in-command. Who in your practice do you believe has the drive, skills, and work ethic to take over even one or two tasks that you shouldn't be doing? How can you empower them to step up and help you create true change in your practice?

TAKE ACTION TODAY:

If you want help creating change and building transformational leadership in your practice, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

You’ll also find exclusive deals and discounts from the best dental product and service providers.

You can also check out our 21-day Marketing & Practice Growth Challenge where we help practices like yours create an effective marketing plan to get more patients clients through your door. Over 300 practices have benefitted from the challenge — you can click here to see what they had to say!

The One Number Every Dentist Should Track in Their Practice

When I was a little girl, I had an amazing idea to get a Rainbow Brite Doll. Rainbow Brite was one of my favorite cartoon characters growing up. She had all sorts of bright colors, and I desperately wanted to get that doll.

I approached my mother with that goal in mind. I told her I wanted the doll and had a creative idea about how I could get the money to buy it. She heard me out and asked me what my plan was to get the money.

I told her my plan was to start a lemonade stand and use whatever money I made to buy the doll. To my excitement, my mom said I could do it.

Getting Ready to Turn Lemons into Lemonade

 

The One Number Every Dentist Should Track in Their Practice

 

We piled into the car and went to the local Winn Dixie supermarket. We grabbed a basket and filled it with lemons, ice, sugar, cups, and a big container for us to mix our lemonade.

The next morning, I woke up and decided I would tell everyone in the neighborhood about my lemonade stand. I knocked on every door in the neighborhood to let people know. When people answered, I would say, “Hi, my name is Anissa. I am trying to raise some money to be able to buy a doll. If you could come out today at about 12 o’clock, we will be having a lemonade stand. I would love for you to be able to support me.”

Turning Lemonade into Revenue

At around 12 o’clock all of the neighbors started lining up to buy lemonade from me. I was really excited because we sold a lot of lemonade. In fact, we sold $17.58 worth of lemonade.

Learning a Valuable Lesson

 

The One Number Every Dentist Should Track in Their Practice

 

At the end of the day, I told my mom how excited I was because I worked so hard and was able to buy my doll. My mom was super proud of me and complimented how hard I had worked. Then she broke the news that I had not actually made $17.58. I actually made $2.58. The sugar, lemons, ice, and cups cost $15.00 so my profits for the day were only $2.58. While I was closer to getting my doll, I still a ways to go.

I learned a valuable lesson that day about what you really earn in a business. Although revenue is extremely important, the only money you get to use—to buy Rainbow Brite dolls or pay your bills—is what is left after you cover your overhead.

The One Number Every Dentist Should Track

If you listen to consultants, coaches, or content at dental conferences, everyone says the same thing. “You need to track your production.” “You need to track your collections.” Those are the things most experts tout as important. But production and collections only tell part of the story about your practice—and not the most important part.

What is most important is not your revenue; it is your profits. Tracking production and collections tells you very little about the health of your practice. Only profits can tell you that. On the other hand, tracking profits requires you to look at production and collections. But it also requires you to look at other important factors, such as overhead, where your patients are coming from, and your return on investment on marketing strategies.

Tracking profits helps you make better decisions in your practice to get your entire team working together.

For example, you can incentivize your team for increased profitability and use your current profit level as a baseline. You and your team would then focus on profitable revenue growth strategies.

Making Tracking Easier and More Effective

 

The One Number Every Dentist Should Track in Their Practice

 

The first step to tracking profits is to hold your accountant accountable for getting you the reports you need.

Make sure you get profit/loss statements and balance sheets within two weeks of your books closing out at the end of the month.

That way you get your numbers in real time and can make smarter decisions for your practice. You will make smarter decisions about what equipment you can afford. You will make smarter decisions about how—and when—to reward your team members!

Then, you will be well on your way to growing a high-profit, Delivering WOW practice. For more strategies to help you monitor and increase profits, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program. You can also sign up for my next Dental Facebook Bootcamp where we show you how to bring in 30+ new and profitable patients per month on autopilot.

Connecting To Consumers Through Dentistry.com with Brian McCarthy

Connecting To Consumers Through Dentistry.com with Brian McCarthy

I’m thrilled to welcome Brian McCarthy onto the show to talk all about how dental practices can better connect with consumers to help grow their practice.

Brian McCarthy is the Operational Leader of Dentistry.com and Executive Vice President at Futuredontics. Brian’s career has continuously kept him at the cutting edge of e-commerce, search marketing and local advertising.

During our discussion, he opens up about the launch of Dentistry.com, the only digital platform built exclusively to connect patients to dentists. We also dive deep into the current state of the dental industry from both the dentist and consumer perspectives.

 

Connecting To Consumers Through Dentistry.com with Brian McCarthy

 

On the podcast we discussed…

  • The shocking revelation that two-thirds of the adult population is not going to the dentist and how dentistry.com is working to change that
  • How patients can find a dentist they can trust
  • The four main barriers that hold people back from going to the dentist (fear, pain, cost, and inconvenience) and how to overcome them
  • Why dentists need to educate patients about the value of dentistry
  • The importance of connecting with patients and developing real relationships with the consumer
  • How dentistry.com advertises and markets on social media regarding SEO etc.
  • 67% of the population expects to be able to book an appointment online, which means dental practices have to start leveraging technology to stay ahead of the curve
  • How to claim your practice and start using the Dentistry.com database in your own dental practice

 

Connecting To Consumers Through Dentistry.com with Brian McCarthy

 

If you’d like to get in touch with Brian or find out more about his company, visit www.dentistry.com, where you can discover the most up-to-date news about dentistry, oral health and why it should be a top priority for your patients.

To watch a short trailer of the podcast episode where Brian explains how to connect with your dental patients, hit play below:

 

Virtual Consults Made Easy with Zack Butterfield from Rhinogram

Virtual Consults Made Easy with Zack Butterfield from Rhinogram

I’m super excited to introduce Zack Butterfield to the podcast and talk about HIPAA compliance with communication and how it relates to your marketing.

Zack Butterfield is the Director of Sales for Rhinogram, a HIPAA Compliant App that allows patients (or potential patients) to send pictures and attachments, reducing unnecessary appointments.

The Rhinogram app helps to limit unnecessary visits by inviting patients to text you their photos, insurance information, and medical forms. As a result, dental practices can streamline their patient intake, keep wait times manageable, and improve the patient experience. Patients can also ask questions to prepare for their visit from the comfort of their home, which helps ease any tension or anxiety they may be feeling towards an upcoming dentist appointment.

 

Virtual Consults Made Easy with Zack Butterfield from Rhinogram

 

On the podcast we discussed….

  • The history of Rhinogram and how it got started
  • What a virtual consultation is and why it’s a great way to consult with your patients remotely
  • Rhinogram as a asynchronies teledentistry tool and how it can enable patients to send photos of their teeth to their dentist via text messages or Facebook Messenger etc.
  • Benefits of virtual consults and why they offer a more convenient approach to the first initial cursory exam
  • What makes Rhinogram’s software different from alternative systems from a HIPAA compliance standpoint
  • How dental practices can start doing virtual consultations with patients
  • Rhinogram as a fully customizable and configurable inbox to help improve message management while meeting HIPAA compliance
  • How patients can use the Rhinogram app to communicate with their dentist
  • Marketing advice on driving traffic and educating patients about virtual consults
  • How using a HIPPA compliant software or system can allow the conversation to continue as far as you need to complete patient conversion
  • Integrating Rhinogram into your Facebook marketing funnels
  • Average costs for implementing Rhinogram and how much ROI you can expect from your investment
  • How dental practices can save time, money and resources using virtual consults

 

Virtual Consults Made Easy with Zack Butterfield from Rhinogram

 

Rhinogram is offering ALL listeners of the Delivering WOW podcast half off the price of installing the software, and all you have to do is email zack@rhinogram.com or head to rhinogram.com and click “Get Started” to begin.

If you’d like to find out how you can use this service to help remove barriers between your patients and your team, then Rhinogram is for you!

To watch a short trailer of the episode where Zack talks about how dentists can use virtual consults to increase ROI, hit play below:

How to Make Sure Dental Patient Leads Become Actual Patients

It doesn’t matter if you have the best online scheduling software available. It doesn’t matter how easy you make your online scheduling process. A large number of patients will want to speak with someone on the phone before making an appointment.

That means if your team handles the calls poorly or inconsistently, you could be wasting a lot of marketing dollars. Fortunately, there’s a pretty simple way to get more dental patient leads to schedule appointments when they call. All you need to do is train your team and give them tools to help them perform well every time.

The best way to do that is to create communication scripts for them to use when leads call. Here are five elements of an effective communication script for your dental practice.

A Consistent Greeting

 

How to Make Sure Dental Patient Leads Become Actual Patients

 

Make sure your greeting includes (1) your practice name, (2) the name of the person answering the phone, and (3) the words “thank you for calling.”

This (1) lets people know they got the right place, (2) makes a human connection, and (3) lets the caller know you appreciate them.

Make sure your team member slows down for the greeting. If they rush through the greeting, it sets a rushed tone for the call. If they demonstrate patience and care, the caller will feel welcomed.

Acknowledge Their Questions and Ask Your Own

After the greeting, the caller will usually transition into the reason for their call. Instead of answering right away, have your team members acknowledge their question and then say, “Is it okay if I ask you a couple questions so I can serve you best?” This is important because we often don’t have all relevant information to answer questions. We also pass up the opportunity to ask important questions about how patients found our practice so we know what marketing activities are performing best.

For dental leads, ask, “Can I ask your name and how you heard about the practice?” Getting their name helps you address them by name, adding an additional human element to the conversation. How they heard of your practice gives you valuable insights into your marketing performance.

Also, ask what they’re looking for in a dentist. This helps you better understand what’s most important to patients. It also lets them know you care and that your practice is different.

Transition to Open-Ended Questions

 

How to Make Sure Dental Patient Leads Become Actual Patients

 

This is the most important part of scripting.

Once you establish rapport and understand how they found you, transition to asking open-ended questions. You must ask questions that can’t be answered with a simple yes or no. Yes or no questions allow prospects to close down conversations and make your team member “sell” the patient on the practice.

Sticking to open-ended questions makes your prospect think deeper. Open-ended questions can even get the caller to sell themselves on your practice so all your team member needs to do from there is schedule an appointment. For example, “Why are you interested in getting a crown?” is a great question to get the prospect to convince themselves that they want a crown. It also helps you understand exactly why they want the crown. Many times, you’ll learn they want the procedure to ease some physical pain or stop being self-conscious about their smile.

That can help you respond by saying, “We can get you smiling again” instead of “Sure, we do crowns.” Which do you think would result in the patient being more likely to schedule an appointment?

Other open-ended questions include “Tell me more about that” or “How does that feel?”

Address Objections

At some point, your prospect will raise an objection. That’s okay, as long as your team member is prepared to address them. Make sure to put ways to address objections in your script. That includes answers to common objections as well as ways to address objections that are not on the list.

Whatever the objection, ask the prospect to tell you more about that. Ask what their biggest concern is. Ask what’s stopping them from moving forward to get the results they just mentioned to you. For example, if they mention fitting a crown into their budget, you might ask them about their budget and how much they can afford for a monthly payment.

Understanding the objections helps your team member overcome patients’ biggest concerns on the phone, which makes them more likely to move forward.

Get Agreement

 

How to Make Sure Dental Patient Leads Become Actual Patients

 

You know what they’re calling about. You understand their real concerns. You’ve helped them overcome their objections.

This is the point where you get the patient to agree to move forward in getting the treatment they’re calling about.

To do so, repeat what they want, acknowledge the objection, and ask them if they’re ready to move forward if you can help them overcome the objection. For example, with a crown, you might say, “So, it sounds like you want to get full use of your mouth back so you don’t have to worry about your tooth cracking. We can help you with that and give you multiple options to fit it into your budget. If we can get your out-of-pocket cost below $100 per month, would that work for you?” “Would that work for you” helps you close the conversation and schedule an appointment.

Document Your Script and Get More Patients

If you’re not training your team and giving them scripts to help them succeed, you could be wasting a big percentage of your marketing dollars on leads you’ll never close. Creating a script that walks through these five steps is your first step to improving your marketing ROI.

TAKE ACTION TODAY:

As you create your script for inbound calls, one of the best ways to see results is to track your numbers! Of all the calls you received this week, how many appointments have you scheduled? How many follow-up appointments have you scheduled? How many no-shows did you have? Knowing these numbers helps you to clearly see whether you’re on track to grow your revenue for the month, and what opportunities you need to focus on when a new or existing patient calls in. Want to learn more about how we have helped over 300 practices do this in our 21 day challenge? Click here to learn more.

And if you want to get more leads to call your office so your scripts can help you close even more patients, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

Increasing Call Conversions with Cory Pinegar

Increasing Call Conversions with Cory Pinegar

Join me in this episode of the podcast, where I speak with the CEO of CallForce, Cory Pinegar, about growing your practice, increasing call conversions and getting more patients back in.

As I mentioned above, Cory is the CEO of CallForce, a dental solutions company that is dedicated to helping dentists succeed in their practices by helping them improve their overdue hygiene recall. In his spare time, Cory loves to play golf and tennis.

 

Increasing Call Conversions with Cory Pinegar

 

On the podcast we discussed…

  • Cory’s story – how he came to be the CEO of CallForce
  • How the overdue patient recall system works
  • The reactivation process and capitalizing on your overdue patient basis
  • An insight into how practices can produce an additional $400 to $600 per rescheduled patient using CallForce
  • The importance of having a positive tone on the phone when speaking with patients
  • Cory’s top tips for increasing call conversions using a script that patients can’t say no to
  • Using patient feedback to improve your customer services
  • Why you shouldn’t waste marketing dollars attracting new patients and then neglect to bring them back in for a follow-up appointment
  • How you can manage your schedule and time more efficiently
  • Understanding that returning patients are just as valuable as new patients
  • How dental practices can improve the patient’s in-house experience
  • Reaching patients via their preferred channel of communication
  • The importance of having a recall system in place to increase call conversions

 

Increasing Call Conversions with Cory Pinegar

 

Find out more about how CallForce can help fill chairs and improve profitability by going to getcallforce.com/wow for a discounted price for Delivering WOW community members and get your first six appointments for FREE!

To watch a short video trailer of the episode where Cory explains how to schedule overdue patients over the phone, hit play below:

How to Make the Next Year the Best Year for Your Dental Practice

What would need to happen to make the next year the best year for your practice?

Do you need to increase revenues? Decrease expenses without sacrificing quality of care or patient experience? Expand or move your office? Or, maybe you want to work fewer hours next year than you did this year. All of the above?

Now is the time to make a plan for the next year of your practice. That’s true no matter when you’re reading this. It doesn’t matter if you’re reading this as we enter the final 90 days of a calendar year or in mid-April. There’s no rule that says you need to wait until the beginning of a calendar year to improve your dental practice.

No matter how well we’re doing with our practices, we all have room to grow. Here are three steps to making the next year your best year yet.

Establish a Vision for Your Dental Practice

 

How to Make the Next Year the Best Year for Your Dental Practice

 

If you don’t know where you want to go, it’s impossible to know how to get there. That’s where your practice vision comes in. It’s also why I made establishing a vision for your dental practice the first step of my Delivering WOW process.

Do you have a long-term vision for your dental practice? What do you need to do over the next 12 months to get you closer to that vision? What do you want people to say about your practice when you’re not around? What do you want your life to look like?

Decide what you want your practice and personal life to look like 12 months from now. That will help you make better decisions and take better actions. It will help you decide what opportunities are worth your time. Even more important, it will help you decide what’s not worth your time. You’ll know when to say yes to opportunities and when to say no.

For example, assume you want to transition into a higher-end practice. That alone helps you know what types of Facebook ads or dental marketing funnels to use in your practice. It tells you what dental promotions will work and what dental marketing strategies are not worth your time.

Get Your Team On Board

 

How to Make the Next Year the Best Year for Your Dental Practice

 

The only way to build a practice you love is to not have to do everything yourself. Putting together a 90-day plan will help you systematize much of your practice so your team can handle anything you throw their way.

True Delivering WOW dental practices communicate the practice vision to all team members. Effectively doing so inspires the team to help achieve the practice vision. They also establish KPIs (key performance indicators) that will get the practice where it needs to go, and let the team know what’s expected of them. They put systems in place to help the team perform consistently well. And they incentivise and reward team members when they help the practice achieve meaningful milestones.

Make a Plan

 

How to Make the Next Year the Best Year for Your Dental Practice

 

Only after you have your vision can you put a plan together to help you achieve it. If you’ve been growing your practice for a while, you may be used to setting annual plans. While that can help, I teach my Inner Circle Mastermind and Dental Profit Academy students to create a 90-day plan for your dental practice. If you’re a member of my Inner Circle or Dental Profit Academy, you’ve likely seen the full 90-day plan training.

If not, the 90-day plan helps you set and achieve goals in three key areas of your dental practice. First, it helps you achieve profit goals, increase revenue, and decrease expenses. Second, it helps you achieve systems goals to make your practice run smoother and more consistently. Third, it helps you achieve brand development goals to help you improve what people say about you when you’re not around.

Start Now

Remember, there’s no reason you need to wait for a new calendar year to change the direction of your dental practice. Over the next 90 days, you can set a vision for your practice, get your team on board, and follow a 90-day plan. That can build incredible momentum toward having a dental practice you love.

TAKE ACTION TODAY:

If 90 days feels too big and you’re not sure where to start, our 21-day Marketing & Practice Growth Challenge can help. In just 21 days you will:

  • Create your 12-Month Marketing Plan
  • Launch a Marketing Campaign that will allow you to grow your practice’s presence as well as make relationships with future small business owners in your community.
  • Implement whiteboards in your practice to reverse-engineer your goals for more success and more profit.

Sound like the kind of growth you want to achieve? Learn more or sign up here (plus get 20% off at checkout when you use the code CHALLENGE).

Creating An Automated Membership Program With Jordon Comstock

Creating An Automated Membership Program With Jordon Comstock

I’m super excited to welcome Jordon Comstock from BoomCloud onto the podcast to discuss how dental practices can set up membership plans and how to get patients to sign-up for them.

Jordon has been in the dental industry for almost 15 years, so it’s safe to assume he knows a thing or two about membership plans! He began his career managing his family’s dental lab in Salt Lake City and studied Business, Marketing, UX/UI Design at The Art Institute of Salt Lake City. During his time managing his family’s lab, he built a sales and marketing department and helped grow the lab from local clients to nationwide. He also oversaw the financial department, helping to establish systems and reporting to help the company understand the numbers.

The lab’s clients introduced the concept of an in-house membership program to Jordan, who had been an entrepreneur in the making since an early age. In fact, by that time, he founded three start-up companies. Soon, Jordon realized that dental practices needed a system to manage a membership program effectively and so, the initial design for BoomCloud was born in 2013.

Jordon’s main goal is to help as many practices as he can using BoomCloud to help grow practices, create recurring revenue for them and reduce dependence with insurance companies. He genuinely cares about his team, customers, and products.

 

Creating An Automated Membership Program With Jordon Comstock

 

On the podcast we discussed…

  • Jordon’s journey from working as a dental lab technician to launching the first version of BoomCloud
  • What membership programs are and how they work
  • Using membership plans to regain control of your profit margin from third-party companies
  • How membership programs can benefit patients
  • How to market dental membership plans to attract and retain patients
  • Understanding that a membership program is an investment and marketing is a key component to the success of a marketing program
  • What’s included in a typical membership plan
  • Selling your plans to other businesses and leveraging B2B (business to business) marketing
  • Creating educational content to help increase patient numbers and convince other business to join your membership plan
  • Using a Direct Primary Care model and keeping insurance providers out of the equation
  • How BoomCloud can help dental practices stop relying on dental insurances and establish a profitable membership program

 

Creating An Automated Membership Program With Jordon Comstock

 

You can find out more about Jordon and how to implement a successful membership program in your own dental practice over on the BoomCloud website.

To watch a trailer of the podcast episode where Jordon is explaining why your practice needs a membership program, hit play below:

Getting to Profits with Justin Krane

Getting to Profits with Justin Krane

I’m delighted to introduce my special guest, Justin Krane, onto the show to discuss how you can achieve complete financial and personal freedom.

Justin is a money strategist for business owners. His mission is to help business owners understand the money side of their business. He teaches entrepreneurs how to be strategic with their finances so that they can grow their businesses.

But, Justin isn’t about cutting back and living a frugal life. Justin is all about getting out there, buying the shoes, eating that sushi dinner, and living the BEST life you can – while saving for the future!

 

Getting to Profits with Justin Krane

 

On the podcast we discussed…

  • Justin’s story as a financial advisor and the journey that led him to restart his financial life and empower others to achieve financial freedom
  • The importance of clarity as a small business owner and how to attain it
  • How to make sure you’re not just making sales, but you’re also making a profit
  • Understanding cash-flow and tracking how much money you have in the bank and your incoming and outgoing cash
  • Why you should consider doing a “cash-flow forecast” on a monthly or weekly basis
  • Planning for taxes with help from your CPA
  • Why you should invest 10% of your Gross Profits towards marketing your business
  • Determining your personal salary and why it should be somewhere between 30% to 50% of your business’ profits
  • Justin’s top tips for growing your small business
  • How to decide if a financial investment is worth the risk
  • The benefits of automating money to and from your business/personal account
  • Much more!

 

Getting to Profits with Justin Krane

 

If you’d like to find out more about Justin Krane and how he can help you to be more strategic with your business finances, visit kranefinancialsolutions.com or get in touch with him via his Facebook page.

To watch a short video trailer of the episode where Justin is talking about managing your business finances and achieving financial freedom, hit play below:

How Email Marketing Can Help You Grow Your Dental Practice

While people’s inboxes are often crowded, email marketing can still serve many important purposes for dental practices. Fortunately, a little knowledge can go a long way to make your dental email marketing profitable.

For example, interesting email subject lines for dentists can make sure your email gets opened. Sending an email with “Dental Office Newsletter” as a subject probably won’t get much attention. “Want whiter teeth in just a few minutes? Here’s how” would be much more likely to be opened.

Also, sending long emails that don’t give people reasons to keep reading is a surefire way to have them unsubscribe or stop opening them. But interesting emails, even if you are working from dental email templates, can keep people reading to the end and even take action on a promotional offer.

In other words, not all email marketing works. But it’s super easy to put together effective email marketing campaigns. Here are three of my favorite ways to use email marketing to grow your dental practice.

Using Email Marketing to Generate Interest in Your Practice Before It Opens

 

How Email Marketing Can Help You Grow Your Dental Practice

 

One of my favorite ways to use email marketing for dental practices is to use it to help dentists build a waiting list for appointments even before they open. For example, email marketing was a key part of the strategy used by Dr. Ashley Joves get about 300 people on her VIP email waiting list and have 50 people schedule appointments before she even opened the doors!

Email marketing is an easy way to keep in touch with people and share your vision, practice culture, construction updates, pictures, videos, and more. The best part is for much of this time you won’t have anything to sell, so your emails will mainly build relationships and get people emotionally connected to your practice. When it’s time to open your doors, you’ll have already built significant momentum.

Using Email Marketing to Make Your Facebook Ads More Effective at Finding Ideal Patients for an Existing Practice

 

How Email Marketing Can Help You Grow Your Dental Practice

 

Email marketing is a great way to get more patients to your practice. For example, you can create a series of emails that give people more information about relevant procedures after emailing them a free checklist or guide you promised in a Facebook ad. That series of emails will also help you build trust with them through additional touch points and sharing your practice story and culture.

If your Facebook ad was about sleep apnea, you can follow up with emails talking about the dangers of sleep apnea and solutions to sleep apnea, and offer them a free consultation about sleep apnea treatments.

This builds trust with the patient over time, adding valuable information and even offering them a free consultation over email before presenting them with any treatment plan. If you’re looking to promote sleep apnea solutions, this is a great way to use an automated email series to improve your return on investment.

Using Email Marketing to Make your Funnels More Effective

 

How Email Marketing Can Help You Grow Your Dental Practice

 

Dental marketing funnels allow you to walk patients through an automated relationship-building process. The process generally starts with a series of web pages, offering patients something for free, and eventually asking them if they’re ready to schedule an appointment.

While funnels are powerful, only a small percentage of people will make it through all the webpages in one sitting. Many times, they’ll download the free guide and close out. Sometimes, they’ll take one more step, perhaps to watch a follow-up video giving them more information about a procedure.

But few will make it to the end and schedule an appointment. That’s where email marketing comes in. This works similar to the way email marketing can make your Facebook ads more effective, sending people who make it part of the way through your dental marketing funnel a series of emails about the relevant procedure and your practice, and then delivering offers to them. These additional touches will help you get many more people to take you up on your offer than if you relied on the funnel web pages alone.

How do you use email to grow your dental practice?

These are three of my favorite ways to use email marketing to grow a dental practice. But they’re only three of many ways email marketing can help you.

Share some of your favorite email marketing strategies in the comments. How do you create effective subject lines to get your emails opened? Do you work from email marketing templates? What works best for you? Let us know!

TAKE ACTION TODAY:

If you want to learn how to develop and implement a dynamic marketing plan tailored to your practice’s target audience’s needs, then you should sign up for our upcoming Marketing & Practice Challenge. After completing the challenge you will walk away with your 12-month marketing plan complete and you will launch your first or next successful marketing campaign during the challenge! Sign up here, and use the code CHALLENGE to save 20% at checkout!

You can also join my next Dental Facebook Bootcamp to learn how to use Facebook to bring in 30 or more new patients per month on autopilot – all while spending less than $500 on ads.

How to Improve Consistency in Your Practice

If there’s one thing that controls the direction of your dental practice, it’s consistency. If you and your team do consistently well, you’ll build an amazing practice. If you do consistently poor or are inconsistent, you’ll never reach your practice’s full potential.

Building more positive consistency into your practice doesn’t need to be difficult either. In fact, it can make life easier for you and your team while improving your results. Here are two ways to improve consistency in your practice.

Get your team to take responsibility for practice tasks.

 

How to Improve Consistency in Your Practice

 

Accountability is one of the best-kept secrets of the most successful people in business and life. Think about how many people set New Year’s resolutions each year only to give up after a month, week, or even a day.

While sometimes the problem with New Years’ resolutions is that people set a goal without a plan, oftentimes, the real problem is a lack of accountability. Say you want to lose weight. You might set a New Year’s resolution to lose 30 pounds next year. Even without a complicated plan, most people know they’re likely going to have to eat better and get more exercise to achieve their goal. In other words, most people who want to lose weight have some vision of a plan.

The reason most weight loss resolutions fail, however, is people lack accountability. They have nobody encouraging them to follow through with their goal. They have nobody supporting them in eating better or exercising more. In fact, the support communities that usually come with organized programs are often the main reason many people have at least short-term success with organized diets. There’s no one perfect diet. There are a bunch of diets that help people lose weight. When people sign up and get held accountable through support networks, they lose weight.

The same is true for your dental practice. One of my favorite productivity tools we use in my practice is a simple whiteboard. We use it to write goals for procedures and hold each other accountable for completing the tasks that allow us to hit our goals. This is important. If we want to place 50 implants one month, we don’t just recommend implants to people. We market to attract implant patients. We follow up with patients who have talked with us about implants. We check in with patients who we think may be interested and invite them in for a consultation.

The act of using a whiteboard this way and checking in with our team to see where we are throughout the month helps hold us accountable and keeps our goals top of mind.

We don’t just list various goals for procedures, new patients, and the like. We also ask each team member to hold everyone accountable for one or two of our goals. We then write who is responsible for each goal next to it on the whiteboard so everyone knows.

For example, one team member might be in charge of holding us accountable for crowns goals. That person would do things such as follow up on crown marketing funnels and marketing. They would remind doctors and hygienists when they’re scheduled to see patients who may need a crown. They would also make follow-up phone calls with potential implant patients.

Having each person take primary responsibility for one or two goals does two things. First, it makes sure no task or goal gets overlooked. It’s sometimes easy for five people to each assume one of the other people is performing a task only to realize nobody was. Second, it spreads out work and allows each person to focus on one or two tasks. Together, this helps you ensure each goal for your practice is being consistently pushed forward.

Give your team a safe place to address patient issues.

 

How to Improve Consistency in Your Practice

 

Another important part of your practice where consistency matters is the way you deliver WOW experiences to your patients. For example, in my practice, we offer headphones and iPads to patients to take away the sounds of our tools. This helps ease people’s anxiety along with some of the other things we do to create a spa-like atmosphere. It’s one of the things that makes us different.

If we don’t consistently provide headphones and iPads, or gourmet coffees and teas, or warm towels, or any of the other things that help us deliver WOW experiences, we’re not us.

One morning, a patient mentioned that they weren’t offered headphones. I didn’t know why they weren’t offered headphones. Maybe the batteries were dead. Maybe a pair or two was broken and we needed to order more. All I knew was a patient wasn’t offered headphones.

With everything going on in a practice, it’s easy for issues like these to be forgotten. But we use our whiteboard to get to the bottom of all these issues while they’re still minor.

Right next to our list of practice goals, we have a box that says “issues.” Whenever an issue comes up, someone writes the issue down to make sure it gets addressed.

We don’t make a big issue out of things, and my team understands that. Our issues section on our whiteboard just acts as a safe place to list things for us to get to the bottom of the next day in our morning huddle. That ensures we address things quickly, get back on track, and move forward together. We all have little things that happen in our practices. If we can address those things in real time, it helps prevent little things from becoming bad habits. And that prevents bad habits from becoming inconsistencies in the experiences our patients receive when they come in.

How do you maintain consistency in your practice?

 

How to Improve Consistency in Your Practice

 

If you aren’t using a whiteboard for practice goals, consistency, and accountability, you could be making life much more difficult for you and your team. You could also be making patient experiences subpar or inconsistent. A simple whiteboard could be all you need to make things run much smoother!

TAKE ACTION TODAY:

If you want step-by-step guidance on how to implement whiteboards in your practice, your next step is to learn more about our Marketing & Practice Growth Challenge. Hundreds of practices have gone through this challenge and experienced renewed purpose and energy in their work, clear tracking of their goals, AND growth in their production and revenue! Save your spot in our upcoming Marketing and Practice Growth Challenge here — use the code CHALLENGE for a 20% discount at checkout!

For more support, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

How to Increase Patient Referrals to Your Dental Practice

How to Increase Patient Referrals to Your Dental Practice

Building a Delivering WOW practice has a lot of direct benefits. Your practice will run smoother, become more profitable, and even help you build a better personal life. But it also has many indirect benefits. One of the best indirect benefits to building a Delivering WOW practice is the impact on patient referrals.

When you give patients WOW experiences, they’ll be excited to refer people to you, and you’ll naturally see patient referrals go up. You can increase patient referrals beyond the natural increase, however, with a few simple strategies. Here are a few key strategies that came out of a thread about this in the Dental Marketing and Profits Facebook group. If you’re not yet a member, be sure to join today to connect with me and thousands of other dentists and practice team members!

Create a story your patients can share with their friends and family.

 

How to Increase Patient Referrals to Your Dental Practice

 

One of the easiest ways to increase referrals is to make it easier for your patients to talk about you. Make it as easy as possible to create an experience and story they can easily share with their friends.

For example, our patients love our warm peppermint-scented towels. We have coffee-table culture books in our office. We give them office tours, show patients our core values, and have the team member leading the tour point out the value that means the most to them. We show them our technology and why it’s important to serving them well. We talk about our focus on providing amazing patient experiences. We share how our spalike environment helps ease anxiety many patients have when visiting the dentist.

Talking with our patients about what we do and why we do it makes it easier for them to talk with others about us.

Ask patients to help you, especially new ones.

 

How to Increase Patient Referrals to Your Dental Practice

 

As simple as it sounds, you can increase referrals by simply asking. In the Facebook group, Dr. Arun Garg said his top internal marketing idea is to ask for referrals, especially from new patients, and make it easy for them.

“Most dentists assume the patients who are most likely to refer are those who have been with them the longest,” he said. “This is not the case. New patients are two times more likely to refer patients to you. So say to your new patients at their final visit of the series, ‘We hope you enjoyed your experience with us.’”

If you’ve built a WOW practice, your patients will certainly say they enjoyed the experience.

Dr. Garg also says to give patients two referral cards and asking whether they’d be willing to give them to friends, family, coworkers, or a new neighbor. Giving specific people to think about helps them think of people they can actually refer to you, he emphasized. I completely agree!

Make it easy for patients to give friends something special.

 

How to Increase Patient Referrals to Your Dental Practice

 

Alyssa Keever of Carolinas Dentist shared about her practice’s Share a Smile referral program. Her practice gives each a patient referral bag and two new patient coupon referral cards. Any new patient who comes in with one of the cards can get a complimentary exam and whitening. Being able to offer people free whitening is a great way to get patients to take action on making that referral.

What are your best strategies for increasing referrals?

We love earning referrals from patients because it validates everything we do as a practice. It’s the ultimate compliment, as the saying goes. Patients won’t refer their friends and family to you if you don’t treat them well. But they will if you treat them well, especially if you give them a story to tell, ask them to recommend you to people they care about, and make it easy for them to give their friends something special.

TAKE ACTION TODAY:

One strategy on growing your practice’s presence and attracting potential patients is running contests and giveaways! You’ll learn the step by step process to implement this in your practice during our upcoming Marketing & Practice Growth Challenge. You can save 20% off right now if you use the code CHALLENGE at checkout here.

How To Profitably Scale Your Practice With Dr. Scott Leune

How To Profitably Scale Your Practice With Dr. Scott Leune

I’m delighted to welcome Dr. Scott Leune onto this week’s podcast to discuss how you can build a profitable business.

Dr. Scott Leune is the founder of Breakaway Practice, a practice management company which has consulted and helped develop 90 de novos. It has also helped to operate 500 practices through scheduling, insurance, billing, marketing, and IT services.

More recently, Dr. Leune co-founded Dental Whale, an innovative dental company which is carving a new category of group private practice ownership and management. Dental Whale's subsidiary companies include the largest dental repair franchise in North America, a hand piece repair company, a dental marketing company, a dental practice brokerage firm, an 80-practice dental support organization, a seminars company, a dental consulting company, and a dental back office services company. Together, Dental Whale companies have supported over 15,000 dentists in 2017.

With such a diversified set of experiences, Dr. Leune lectures on data-driven decision making in dentistry in an environment of scalable systems and infrastructure.

 

How To Profitably Scale Your Practice With Dr. Scott Leune

 

On the podcast we discussed…

  • Scott’s journey from graduating from dental school, becoming a group practice owner and starting his own businesses “Breakaway Practice” and “Dental Whale
  • The belief that you can take the infrastructure and knowledge that drives cooperate level dentistry and apply it to a private practice dentist
  • Six things that influence the success of a practice – Patient Flow, Diagnosis, Case Acceptance, Scheduled Capacity, Collections Health and Expenses
  • Why you need to define what you want to do in life before you start thinking about your goals for your practice
  • How to get your practice to a place where you can have the freedom to focus on what matters most
  • The importance of being disciplined with your boundaries and time spend in the office
  • Converting new patients over the phone and why it’s more important to answer new patient calls than those from existing patients
  • The benefits of using a scheduling center to reduce your missed call rate and triple new patient flow
  • Using virtual schedulers and coordinators to increase the productivity of your front desk team
  • How dentists and practices can improve their case acceptance rate
  • Why you need three different payment options for patients who can pay, patients who can’t pay but have good credit and patients who can’t pay and have bad credit
  • The importance of addressing finances simply and efficiently so that it’s easy for the patient to digest and understand
  • Communicating urgency to the patient and why it’s better to address the dental issue sooner rather than later

 

How To Profitably Scale Your Practice With Dr. Scott Leune

 

You can sign-up for one of Dr. Scott Leune’s business training seminars and maximize your success by visiting breakawaypractice.com. Find out more about Dental Whale and how they can help support, manage and market dental practice on the company’s website dentalwhale.com.

To watch a short video trailer where we are discussing how to convert new patients over the phone, hit play below:

7 Strategies for Growing Your Dental Practice

7 Strategies for Growing Your Dental Practice

One of the most satisfying parts of working with dentists is helping them grow. Dentists often come to me overworked, stressed, and overwhelmed. They work too many hours for too little money and feel stuck.

The idea of growing a dental practice when you’re stuck in that situation might seem crazy. But there’s hope. The Delivering WOW process can help you turn chaos into focus and direction. It can get you excited about practice growth, sometimes for the first time ever.

Once dentists get excited about the direction of their practice, they often shift to thinking about dental marketing strategies, such as Facebook for dentists and dental marketing funnels.

Dental marketing using Facebook and funnels can help you attract new patients on autopilot. It’s one of three key parts of building a WOW practice that helps you take control of your future.

Growth involves more than only marketing, however. You also need to have systems, processes, and support to take your business to the next level.

Here are seven strategies you can use to grow your dental practice.

1. Improving Case Presentation

Growing your dental practice can be measured in many ways but ultimately boils down to profits. One of the best ways to boost profits while helping patients get the care they need is to improve case-acceptance percentages. Many times, patients don’t accept treatment plans because of ineffective case presentation. Improve your case presentation, and you’ll dramatically increase your revenue.

2. Decreasing Supply Costs Without Sacrificing Quality

Many dentists unwittingly overspend on supplies. Saving lots of money on quality supplies has never been easier. All that savings can go straight to profit growth.

3. Understanding Insurance and Alternative-Payment Relationships

Navigating the insurance marketplace is an important part of effective practice growth. Dentists can grow by choosing their insurance relationships wisely. Helping patients understand insurance coverage and find other ways to afford care can have an immediate positive impact on your profits.

4. Reducing Patient Cancellations and No-Shows

Every no-show patient costs money that cannot be adequately recouped by charging a cancellation fee. Even if they pay a fee, collecting it can create tension and ill will. It can also cost team member time and energy to collect. Patient cancellation and no-shows are stressful. They are also avoidable.

5. Setting Fees Effectively

7 Strategies for Growing Your Dental Practice

One of my favorite things I help dentists do is how set fees. Too many dentists leave time and money on the table because they don’t set fees well. That leaves them needing to work faster or longer hours just to keep their business going. They can make more money while providing better care to patients by setting fees well. My favorite way to do this by reverse engineering profits. That allows you to set fees in a way that helps you serve patients well while increasing profits.

6. Managing Your Finances Well

There’s a misconception in many businesses that controlling expenses means you need to be cheap. That couldn’t be further from the truth. The reality is you can control expenses by effectively managing finances. Finding the right bookkeeping solution and working with a CPA who understands dental practices can help you take better control of your finances.

7. Streamlining Operations

Practice-management software is more affordable and impactful than ever. It can help you streamline operations by going paperless. It can help you automate appointment scheduling. It can even help you create recurring revenue by implementing in-house membership programs. Imagine not having to spend the time and energy managing insurance relationships while increasing your fees and generating recurring revenue!

What are you doing to grow your practice?

7 Strategies for Growing Your Dental Practice

These seven strategies do a number of things to help practices grow. They automate and systematize operations, freeing up doctors and staff to participate in higher-impact activities. They help improve the return on investment in marketing by getting more patients to accept treatment plans when they come in. They reduce waste by saving money on supplies, reducing cancellations and no-shows, and help you manage your finances well. And they directly increase revenue by helping you create additional revenue streams, improve case acceptance, and increase your fees.

They also have an indirect benefit on your practice growth by freeing you and your team up to focus on getting patients for higher-revenue procedures, such as dental implants, crowns, and Invisalign.

TAKE ACTION TODAY:

If you want more help on implementing the 7 strategies for growing your dental practice mentioned above, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

You can also check out our upcoming Marketing & Practice Growth Challenge where after 21 days you will walk away with:

  • Your 12-Month Marketing Plan created
  • Your first or next successful Marketing Campaign launched, where you would have grown your practice’s presence and built relationships with small business owners in your community.
  • Whiteboards successfully implemented  in your practice to reverse-engineer your goals for more success and more profit.

Sign up here and save 20% off with the code CHALLENGE at checkout.

How To Use Social Media to Bring Over 100 Patients a Month with Dr. Shaina Holman

How To Use Social Media to Bring Over 100 Patients a Month with Dr. Shaina Holman

On this week's podcast episode, I had the pleasure of interviewing Dr. Shaina Holman from Holman Family Dental Care about the power of social media and how you can use it to bring more patients to your practice each month.

Shaina is from Chapel Hill, NC and graduated from East Chapel Hill High School. She always had a passion for science, teaching, and art and knew she wanted to choose a profession that would allow her to have a significant impact on the community. While still in high school, Shaina had the opportunity to research at Duke University, which resulted in her first publication in a peer-reviewed journal.

Shaina completed her undergraduate education at Duke University, where she majored in Biological Anthropology and Anatomy and graduated with distinction. Throughout her time in college, Shaina worked in several research labs because she loved hands-on learning and applying what she learned to solve problems. Her passion for dentistry began with a project for her Ethnobiology class while studying abroad in Costa Rica. When she returned, she started the Pre-Dental Society, and the rest is history!

 

How To Use Social Media to Bring Over 100 Patients a Month with Dr. Shaina Holman

 

We discussed:

  • Shaina’s journey through dental school and how she became a practice owner
  • Getting started with Facebook marketing and using social media marketing strategies to help grow your practice
  • How to use Facebook live to open up to people, draw them in and increase engagement
  • Using social media to build your reputation and gain recognition within your community
  • Shaina’s tips for making up to $1,000,000 in your first year
  • The importance of connecting with your community and creative ways to expand your outreach and develop relationships with your patients
  • The power of social media and how you can use it share your story and connect with people on a more personal level
  • Why you need to think about the content you post and consider the platform’s algorithm before you hit that “publish” button
  • The benefits of running Facebook ads and why you need to come up with a cohesive and effective Facebook marketing strategy
  • Top tips for growing your practice through Facebook and social media marketing
  • Collecting reviews for your practice and why you should start as early as possible
  • How to use LocalMed to schedule appointments and reach out to people who responded to your Facebook ads

 

How To Use Social Media to Bring Over 100 Patients a Month with Dr. Shaina Holman

 

If you would like to get in touch with Dr. Shaina Holman and find out more about her and her practice, visit HolmanFDC.com or follow her on Instagram, Facebook and Twitter.

To watch a short video trailer of the podcast episode where Shaina is explaining how you can make over one million dollars in your first year, hit play below:

DDSO’s – How to Add Multiple Doctors, Locations and Streams of Income with Dr. Brady Frank

DDSO's - How to Add Multiple Doctors, Locations and Streams of Income with Dr. Brady Frank

I’m excited to introduce you to my special guest for this podcast episode, Dr. Brady Frank. Brady has owned and managed multiple practices over the last decade, and so I wanted to invite him onto the show to talk about his experience with managing multiple doctors, locations and streams of income.

Brady is a highly sought-after speaker and Continuing Education trainer. He has addressed thousands of dentists at popular seminars across the country including Excellence in Dentistry, Phasing-Out Seminars (including over 20 presentations) and Schein/Camlog Seminars. Brady’s main topics of focus in his seminars include Implantology, Dental Transitions, and Entrepreneurial Satellite Practice Ownership.

 

DDSO's - How to Add Multiple Doctors, Locations and Streams of Income with Dr. Brady Frank

 

We discussed:

  • Brady’s journey through dental school and how an injury to his wrist jeopardised his career as a dentist so instead of practicing dentistry, he became a practice owner and bought 12 practices in just seven years
  • How to develop multiple streams of income and achieve financial abundance and security
  • What to expect when you go to a financial planner
  • The importance of finding your passion and creating income through that passion
  • The ability to take an old dental practice and transform it into something special
  • Cash Flow Theory Vs Accumulation Theory – how to turn your equity into cash flow
  • The steps you can take to accumulate multiple practices and receive a steady cash flow
  • Using DDSO to help you purchase your first dental practice
  • Brady’s book, “Transition Time” and how you can use it to help develop your own personalized strategy to build and grow your practice (or multiple practices)
  • Special components needed to scale your practice and using the DDSO Blueprint Process to learn how you can continue investing in dentistry
  • How to convert equity into cash using the “equity harvesting” technique
  • Why you should think about adding another owner and “sharing the wealth”
  • The principles of adding value to a practice
  • Why marketing is the BEST investment a dentist can make
  • How to take “good debt” and use it to pay off your “bad debt”
  • The benefits of co-ownership and deciding whether or not this is a viable option for you

 

DDSO's - How to Add Multiple Doctors, Locations and Streams of Income with Dr. Brady Frank

 

If you would like to find out more about Dr. Brady Frank or the DDSO Mentorship Program, you can visit the website to sign-up and download his book. You can also read Dr. Brady Frank’s 3-part article series on dental economics entitled The DDSO Series here.

To watch a short video trailer of the podcast episode where Dr. Brady Frank is discussing how to convert equity into multiple streams of cash flow, click play below:

 

 

How To Use Solutionreach To Improve Practice Efficiency with Amber Day

How to Use Solutionreach To Improve Practice Efficiency with Amber Day

On this podcast episode, I had the pleasure of speaking with Amber Day about how dentists like you can use Solutionreach to improve your practice’s efficiency.

Amber is a registered dental hygienist with over a decade in the dental industry and has helped dental practices grow to reach their revenue targets resulting in fast expansion. Amber helps dental practices and consultants with the solutions to drive a better patient experience, streamline communications and improve daily workflow. She is a huge fitness enthusiast based out of southern California and loves to do anything in the gym or outdoors.

 

How to Use Solutionreach To Improve Practice Efficiency with Amber Day

 

We discussed:

  • How Amber got into the marketing aspect of dentistry – beginning with her experience as a dental hygienist
  • Why dentists should use technology like Solutionreach to make their practice more efficient and profitable
  • Dentistry as an “ever-changing industry” and why technology plays a vital role in the growth of a practice
  • How you can use processes and software to become more efficient and drive growth
  • Using SR Conversations to communicate with your patients and provide that “human touch” that makes our patients want to return to our practice
  • SR Conversations can be used to streamline two-way communications via text messaging and how your practice can use this tool to capture new patients
  • How to reactivate dormant patients with Solutionreach
  • Creating a list of patients that have missed their recall appointments and how you can use Solutionreach software to remarket to patients who have unscheduled treatment plans
  • Why relevant remarketing strategies is vital if you want to improve patient recall
  • The ASAP Messaging feature from Solutionreach that allows you to fill in last-minute cancellation appointments
  • The benefits of SR Schedule – an online patient self-scheduling feature that can be used from any device

 

How to Use Solutionreach To Improve Practice Efficiency with Amber Day

 

Find out more about how Solutionreach can help you improve the efficiency of your practice over on the website. If you have any questions for Amber, you can send her an email at aday@solutionreach.com.  

Here’s a short video trailer of the podcast episode:

What I Would Do If I Had 30 Days to Save My Practice from Closing

What I Would Do If I Had 30 Days to Save My Practice from Closing

In 2010, I had thousands of dollars in credit-card debt. I was using credit cards to pay off credit cards. I tried many things to build my practice. Of course, I didn’t know then what I know now, and I likely would have done some things differently if I had to do it over again.

As dentists, a lot of times we believe we will be super successful. We had to have been successful with many things to make it through dental school, so we’re used to succeeding. But, most of the time, we’re bootstrapping our businesses, especially when we first come out of school. We don’t know how to run a business. We don’t have a ton of money. We’re learning as we go.

The right mentors, coaching, systems, and processes can help us continue our run of success. But what if everything goes wrong? What if you were 30 days from closing the doors to your practice? What could you do?

Here’s what I would do.

1. I would invest in targeted traffic sources.

What I Would Do If I Had 30 Days to Save My Practice from Closing

I’d set a goal to attract 50 new patients in the 30 days. To do so, I’d focus on Facebook marketing and forming Strategic Alliances. We get over 100 new patients every month at my practice. A lot of that has to do with internal referrals but with only 30 days, I’d focus on Facebook ads and getting strategic partnerships.

Facebook would help me target high-revenue patients. Strategic alliances would help me do that as well, but also with more of an opportunity to attract patients on a longer-term basis.

Here’s how that would work.

My 30-Day Emergency Bootstrap Facebook Plan

For me, the best way to attract patients for high-revenue procedures is through Facebook marketing. Facebook ads are the best way to get your message in front of people for little money. It’s the fastest way to help people get to know, like, and trust you.

Because Facebook ads have the potential to go viral, I wouldn’t target people to come in for a cleaning. I don’t like to discount services, especially on a broad scale. We offer VIP services and attract people because we give them a WOW experience. We want loyal, raving patients who value what we offer enough to pay full price. That allows us to serve them well while still making a profit. We do not attract people who are just price shopping.

Plus, with only 30 days in this scenario, mass cleanings wouldn’t help. I’d promote Invisalign, dental implants, and cosmetic dentistry. These are high revenue generators. With only 30 days, I’d focus on these.

I’d target my ads to people within 10 miles of my practice, with a home valued at more than $300,000, a net worth of over $250,000, and with more than$250,000 in liquid assets.

I’d create ads that tell stories about people whose lives were changed by these services. At the end, I’d offer a quiz to people to see if they qualify for these services. If they do, I’d invite them in for a free consultation.

My 30-Day Emergency Strategic Alliance Plan

I’d reach out to doctors, chiropractors, real-estate agents, attorneys, and anyone else with a small or medium-sized business near me. I’d tell them how I noticed things they’re doing in the community and with their team and tell them about our partner program. I’d say we have a program where we partner with companies every month. We provide an opportunity for our partner companies’ team members to get dental work done.

I’d ask if they offer dental insurance. If not, I’d offer discounts for team members who start treatment that month to help them afford their care. I’d list the services we offer and related discounts. For example, I might offer 50% off cleanings, 10% off dental implants and crowns, and $300 off Invisalign if they get started that month.

I’m not an advocate of discounting for Facebook ads, but for strategic alliances, it can work. It catches people’s attention. Naming the procedures also gives reminders of what services they may need. The discounts also get people to start treatments they’ve needed to get for a while but haven’t been able to get.

We let the business owners know it’s an opportunity for them to show their team they value them without it having to come out of their pocket.

Finally, I’d have an email ready to send them listing the details. This way, when they say yes, I can send them an email they can forward to their team members right away.

2. I would focus on case presentation.

What I Would Do If I Had 30 Days to Save My Practice from Closing

When people come in, it’s important to talk about all the treatments that need to get done. To do so, you need their permission.

No matter what people come in for, the first thing we ask a new patient is why they’re really there. They might have come in because of a Facebook ad, but the real reason is often much deeper. If they have missing teeth, we ask what happened. Many times, they’ll get to an emotional state. They’ll go back to their childhood and remember things that happened and want to move on from that. They’ll begin to feel how much their life could be changed if you fixed the problems with their teeth.

We then ask them if we have permission to look at everything about their mouth. Almost everyone will say yes. When they do, we let them know everything we see in their mouth. There are some things that really concern me about patients, such as missing teeth, which can cause cracking or crookedness of other teeth. Sometimes patients don’t know what’s so dangerous about their condition, so talking them through these issues is important.

At the end of our presentation, people understand everything that’s going on with their mouth. Because we connected with them on an emotional level, they also understand how their life can be improved by fixing their problems.

3. I would look at making sure you can provide a way for people to say yes.

What I Would Do If I Had 30 Days to Save My Practice from Closing

Once patients are in your chair and understand everything that’s wrong with their mouth, it’s important that you make it easy to say yes. People who eat on one side of their mouth, hide their smile, or suffer in pain all want to get their teeth fixed. They all want the life improvements that come from resolving their issues.

But they haven’t had their teeth fixed yet. That’s often because of a lack of time or money, with money being the most pressing issue, especially for people without dental insurance.

Because of that, we would offer a few ways people could get started with their treatment plan right away. When we’re done with our case presentation, we would run the numbers with them so they could see what it would cost to get started. We would give them options to get started right away or schedule everything in one visit. People with families or who need to take time off work love being able to get work done in one visit.

We would work with them to take as little time out of their life as possible. We would also work to give them ways to fit their treatments into their budgets, such as an affordable monthly payment amount.

Everyone wins when you give people options to say “yes” to getting started right away in this scenario. Patients can finally get the dental care they need. You get to perform cases and generate income. Your team members become more likely to have continued work in your practice.

What would you do with only 30 days to save your practice?

If your business was suddenly in dire straits, what would you do to save it? Remember, in this hypothetical, you have 30 days to save your practice from closing. What would your plan be?

If you want help growing, running, and marketing your practice, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

You can also join my free Dental Marketing and Profits Facebook group, where thousands of dentists and I help each other build better practices.

Finally, if you want even more personalized help, sign up for my next business bootcamp session, where I work directly with you and a small group of other dentists to improve your dental practice.

HIPAA Compliance the Fast and Easy Way With Dr. Jeff Brown

HIPAA Compliance the Fast and Easy Way With Dr. Jeff Brown

Join me in episode 113 of the Delivering WOW podcast for my interesting discussion with Dr. Jeff Brown about making HIPAA compliance fast and easy for dentists.

Dr. Jeff Brown is obsessed with creating easy to use software to end the frustration of HIPAA compliance. Dr. Brown’s career spans private chiropractic practice, compliance consulting, and software product management for three healthcare technology companies. He is a co-founder of HIPAAmate, a compliance software designed and priced for small practices and is known as the expert in compliance requirements related to not just HIPAA, but medical necessity and the EHR Incentive Program.

 

HIPAA Compliance the Fast and Easy Way With Dr. Jeff Brown

 

On the podcast we discussed…

  • Dr. Brown’s journey from working at a dental practice to software product management and the steps he took to build HIPAAmate software
  • What HIPAA compliance means – the two “realms of HIPAA”
  • What it means to be HIPAA compliant in your dental office
  • Understanding that some things are required by HIPAA, and others are “addressable”
  • Importance of having the right documentation to prove you are HIPAA compliant
  • Why you should look at your practice from different angles and make sure that you are safeguarding patient’s information
  • How to apply HIPAA compliance to the real world of operating a business
  • How you can market to your patient base whilst remaining HIPAA compliant
  • Making sure your staff don’t discuss patients outside of the practice or in front of other patients
  • Avoiding situations that could potentially compromise patient’s privacy
  • Potential issues of sending appointment reminders to patients and how to do it in a way that’s HIPAA compliant
  • How to make sure you and your dental practice is compliant using HIPAAmate software
  • Importance of reviewing your policy and procedures manual annually to remain compliant
  • The power of data-driven software and how it can speed up mundane tasks
  • How HIPAAmate can take the stress out of HIPAA risk analysis and risk assessment and take the “guesswork out of HIPAA compliance

 

HIPAA Compliance the Fast and Easy Way With Dr. Jeff Brown

 

You can find out more about Dr. Jeff Brown and his team over on HIPAAmate, where you can view live demos of the HIPAAmate software or get in touch with any questions you have by calling Dr. Jeff Brown on (614) 706-2066

Here’s a short video trailer of the podcast episode: