Practice Talk

Team culture can make or break an orthodontic practice. Practice Manager Laura Wilde opens up about what truly keeps teams thriving. From defining team values and reinforcing them relentlessly to rethinking orthodontic hiring with working interviews, Laura delivers real strategies. She tackles staff retention, toxic team members, and why transparent employee motivation through bonuses and shared production goals changes everything. If you lead a team, this conversation will shift how you show up every single day.

What You’ll Learn In This Episode:

• Defining and consistently revisiting team values at monthly meetings and morning huddles creates a culture of accountability and keeps orthodontic practice management focused on what matters most.
• Why orthodontic hiring should include a working interview where candidates spend half a day with your team, revealing the soft skills no resume or traditional interview can uncover.
• How sharing production numbers openly with your whole team strengthens employee motivation, builds trust, and connects every role, including back-office assistants, to the practice's shared goals.

Ready to transform your practice? Tune in to Practice Talk for expert insights and actionable strategies to elevate your orthodontic practice management. Subscribe now and never miss an episode at Practice Talk, where your voice has value, and your success is our priority!

TIMESTAMPS:

00:00 Introduction to team culture and Laura Wilde's role and thoughts about orthodontic practice management

07:55 Building team values: why nine core values outperform a single mission statement

13:18 Scheduling around the doctor's personality to elevate patient experience and grow the practice

17:29 Orthodontic hiring strategies: phone screens, in-person interviews, and working interviews

23:25 What do you do when an employee is not working out

29:10 Bonuses and why sharing production numbers with the whole team reduces entitlement and builds employee motivation

35:34 Shifting your practice management mindset: a manager's real job is solving problems, not avoiding them

KEY TAKEAWAYS:

• Toxic team members act like a cancer on team culture: the longer you wait to act, the more damage spreads to your strongest employees and your entire orthodontic practice management structure.
• Positive reinforcement must outweigh correction by at least five to one. Even managers committed to employee motivation often underestimate how much consistent, specific praise is needed to help staff feel genuinely valued.
• The working interview is the most powerful tool in orthodontic hiring: candidates who thrive will grab instruments and jump in. At the same time, poor fits reveal themselves within minutes, protecting your team's values before they are ever threatened.

RESOURCES MENTIONED:

People + Practice - Website

Practice Talk Podcast - Free Downloads

Orthodontic technology is transforming how practices deliver care. In this episode of Practice Talk, host Lacie Ellis interviews Rebecka Escamilla, lead clinical assistant at WRO, about implementing digital workflow systems while maintaining a human touch. Rebecka shares insights on Grin technology, patient workflow optimization, and team communication strategies that keep the practice running efficiently. Learn how cross-training, clear emergency protocols, and strong clinical leadership create a positive office culture where staff thrive, and patients receive exceptional care through both digital scanners and personal connection.

What You’ll Learn in This Episode:

1. How to integrate Grin technology into your patient workflow from initial consultation through remote monitoring of aligner patients and braces cases
2. Strategies for managing doctor time effectively through clinical leadership, morning huddles, and coordinating with your treatment coordinator
3. Best practices for cross-training team members and fostering positive team communication to handle emergency protocols seamlessly
4. Methods for community outreach and educating potential patients about orthodontic technology that differentiates your practice

Ready to transform your practice? Tune in to Practice Talk for expert insights and actionable strategies to elevate your orthodontic practice management. Subscribe now and never miss an episode at Practice Talk, where your voice has value, and your success is our priority!

TIMESTAMPS:

1. 00:00 Rebecka shares patient workflow and her role as lead clinical assistant and Grin technology signup
2. 05:32 Rebecka discusses back office functions and scheduling strategies
3. 08:31 Clinical leadership approach: staying on time, empowering team members, and managing employee relationships
4. 12:09 Handling emergency protocols with remote monitoring through photos, scans, and triage systems
5. 15:14 Doctor time management strategies using morning meetings and treatment coordinator communication
6. 24:28 Community outreach tactics: events, QR codes for Grin, and educating patients about orthodontic technology benefits

KEY TAKEAWAYS:

1. Grin technology enables remote monitoring of patients, reducing unnecessary office visits while maintaining quality care through digital scanners and virtual communication for aligner patients.
2. Strong clinical leadership combined with cross-training creates a resilient team capable of managing emergency protocols, optimizing patient workflow, and maintaining excellent team communication.
3. Clear expectations, accountability, and open dialogue foster a positive office culture that enhances patient relationships and improves practice efficiency across all departments.

Virtual orthodontic exams are transforming how practices connect with patients. Host Lacie Ellis explores this innovation with remote treatment coordinator Kelly Smith. In this episode of Practice Talk, Kelly shares how Trotter Orthodontics successfully implemented Grin technology to offer convenient teleorthodontics options alongside traditional in-office visits. With 11 years of experience as a treatment coordinator, Kelly explains the complete digital orthodontic workflow—from initial patient communication through the Grin app to scheduling records appointments. She reveals that offering virtual consultations has reduced new-patient wait times from 6-8 weeks to 3-4 weeks while maintaining the personal touch that builds trust and ensures excellent patient experience.

What You’ll Learn in This Episode:

1. How to implement a seamless virtual orthodontic exam process using dental monitoring apps like Grin, including welcoming messages, scan instructions, and personalized video consultations from the orthodontist.
2. Strategies for maintaining strong patient communication and building trust through remote orthodontic care, including animated messages and timely responses to keep patients engaged throughout the virtual process.
3. How to position teleorthodontics as a convenience option for busy families, rural patients, and observation recalls while still offering traditional in-office exams for those who prefer a personal connection.
4. Best practices for working as a remote treatment coordinator, including staying connected with the practice team through staff meetings, group chats, and maintaining communication flow while managing virtual consultations and patient testimonials for marketing.

Ready to transform your practice? Tune in to Practice Talk for expert insights and actionable strategies to elevate your orthodontic practice management. Subscribe now and never miss an episode at Practice Talk, where your voice has value, and your success is our priority!

TIMESTAMPS:

00:00 Intro: Meet Kelly Smith, remote treatment coordinator

02:30 Grin technology, the new patient exam workflow and how the office presents virtual consultation options

09:21 Treatment plan delivery via teleorthodontics, followed by phone communication to discuss contracts, insurance, and next steps

15:55 Offering dual exam options and when to recommend virtual orthodontic exams versus in-office visits

21:02 Age considerations for remote orthodontic care: why 7-11-year-old patients are ideal candidates for virtual consultations

24:47 Building connection through digital orthodontic workflow: strategies for personalized communication techniques throughout the patient experience

33:48 Staying connected as a remote treatment coordinator: maintaining communication flow to stay integrated with the orthodontic practice team

37:21 Marketing virtual orthodontic exams: utilizing testimonials, lunch with referring offices, and patient word-of-mouth to educate the benefits of Grin technology

KEY TAKEAWAYS:

1. Virtual orthodontic exams with Grin technology can reduce new patient wait times by 50% (from 6-8 weeks to 3-4 weeks) while maintaining the personal connection that drives patient experience and treatment acceptance through personalized videos and consistent patient communication.
2. Successful remote treatment coordination requires intentional strategies, including personalized messaging with emojis, frequent updates through the dental monitoring app, and orthodontist-recorded videos that replicate the in-office consultation experience through teleorthodontics while staying connected via staff meetings and group chats.
3. Marketing virtual consultations effectively involves website testimonials, lunch-and-learns with referring dental offices, and leveraging satisfied patients' word-of-mouth to educate the community about the convenience and efficiency of digital orthodontic workflow options for busy families and rural patients.

Orthodontic practice management takes center stage in this best-of episode as Practice Talk host Lacie Ellis revisits the most impactful conversations from 2025. This compilation features industry experts sharing proven strategies for community events, virtual exams, and team leadership. Learn how to build relationships with local schools for orthodontics, discover why charging for consultations may hurt your bottom line, and unlock the secrets to maintaining a positive work culture. From leveraging social media to conducting effective staff meetings, these insights offer practical solutions that orthodontic practice management professionals can implement immediately to grow their practices and enhance patient experiences.

What You’ll Learn in This Episode:   

✅ How to measure success beyond simple metrics in community events and dental practice marketing, focusing on brand awareness and long-term patient referrals rather than immediate conversion rates.

✅ Why virtual exams are an underutilized tool in orthodontic practice management that builds trust and genuine connections with patients while streamlining the consultation process and improving patient experience.

✅ The essential role of staff meetings and open team communication in creating a positive work culture, including strategies for collaborative discussions and following up on implemented systems.

Ready to transform your practice? Tune in to Practice Talk for expert insights and actionable strategies to elevate your orthodontic practice management. Subscribe now and never miss an episode at Practice Talk, where your voice has value and your success is our priority! 

TIMESTAMPS:  

00:00 Lacie introduces the best-of episode, highlighting key orthodontic practice management strategies and most frequently asked questions from growth consultants in the industry

00:52 Mary Katherine on measuring community events' success beyond immediate conversions, and the virtual exams workflow

04:17 Jamie delves into the virtual exam platform that’s changing the patient experience

07:13 Heather shares how to build school partnerships by asking what they need and providing genuine support.

14:42 Haley shares strategies for positive work culture and team leadership, highlighting the importance of honest team communication and scheduled staff meetings 

18:82 Trisha on scheduled staff meetings ensure smooth practice operations, and encouragement brings out team gifts for social media engagement

23:20 Christi on getting the team involved in marketing efforts

30:37 Linda’s take on consultation fees, charging for exams and why free consultations enhance the patient experience

KEY TAKEAWAYS:  

💎 Successful orthodontic practice management requires redefining community events metrics—focus on building brand awareness and presence in your market rather than counting immediate leads, as patients typically touch multiple marketing channels before scheduling.

💎 Virtual exams have evolved beyond pandemic necessity into a powerful tool for patient experience, allowing practices to build genuine connections through text and email while providing treatment plans, insurance verification, and financial discussions before the first in-office visit.

💎 Building school partnerships and homeschool groups relationships starts with asking "What do you need?" rather than pushing sponsorships—from providing mini deodorants to emergency kits for school nurses, thoughtful gestures create lasting community connections that drive patient referrals.

💎 Effective orthodontic practice management depends on scheduled staff meetings with collaborative discussions, follow-up on implemented systems, and leveraging team members' natural gifts for social media engagement through genuine encouragement rather than technical expertise.

RESOURCES MENTIONED: 

People + Practice  - Website

Practice Talk Podcast - Free Downloads

SEO KEYWORDS: 

Practice Talk, Lacie Ellis, Orthodontics, Dental, Orthodontic Practice Management, Community Events, Virtual Exams, Team Leadership, How to Build Relationships With Local Schools for Orthodontics, Positive Work Culture, Dental Practice Marketing, Brand Awareness, Patient Referrals, Patient Experience, Staff Meetings, Team Communication, Orthodontic Industry Experts, Team Building, Best of 2025

How can a mentorship-driven approach create an orthodontic practice where both staff and patients thrive? Today, Lacie Ellis is joined by Melissa and Katelyn from Horsey Orthodontics to discuss how their leadership fosters a culture of teamwork and patient care. You don’t want to miss Melissa and Katelyn’s insights on digital marketing or the secret of hiring the right talent. Tune in for strategy-driven actionable insights on building efficiency and collaboration in the orthodontics industry. 

 IN THIS EPISODE: 

• (00:00) Introduction
• (01:53) Inspire a positive culture by focusing on leadership and teamwork
• (03:37) Daily morning huddles can enhance collaboration and set daily expectations
• (05:44) Utilizing a clinical manager as your "air traffic control" to improve efficiency and maintain patient flow
• (09:00) A listener's question about the clinical and admin team getting along and how cross-training may help
• (13:56)  A listener's question about involving the team members in marketing and events
• (17:02) Patients leave referrals because they are rewarded with giveaways and incentives
• (19:57) Hiring strategies and finding people who fit the team’s culture
• (28:27) Creating a family-like patient experience through personalized care

KEY TAKEAWAYS: 

• Fostering a positive culture through leadership. Daily morning huddles can enhance teamwork and patient care in your orthodontic practice. 
• Clinical managers are like your practice’s "air traffic control" because they oversee and manage patient flow, which can help improve efficiency in your office each day. Utilizing a templated schedule enhances efficiency and collaboration, resulting in seamless patient flow.
• Internal referrals for hiring, as well as digital marketing strategies such as social media and patient contests, enhance engagement for both patients and staff, thereby bolstering practice success.

RESOURCE LINKS:

People + Practice  - Website

Practice Talk Podcast - Free Downloads

KEYWORDS: Orthodontics, Hiring Strategies, Teamwork, Digital, Marketing, Culture, Leadership, Mentorship, Patient Care, Collaboration, Communication, Efficiency, Hiring, Family Experience Orthodontic Practice, Clinical Manager, Admin. Team, Personalized Care, Clinical Manager, Cross-Training, Horsey Orthodontics, Positive Culture, Patient Flow, Patient Referrals, Referral Programs, Marketing, Events, Community Events

Want to elevate your orthodontic practice with proven strategies? Curious about fostering a thriving team environment? Join us on Practice Talk, where host Lacie Ellis dives into real-world solutions for orthodontic practice success with guests Karina and Bayleigh. Karina, Director of Operations at Hallmark Orthodontics, shares insights on cultivating a positive culture through intentional leadership and open communication. Bayleigh, the Clinical Lead, reveals how structured chairside flow enhances practice efficiency while maintaining team flexibility. From creative incentives to community-driven marketing, this episode offers actionable tips to boost your practice’s growth and team morale.

 IN THIS EPISODE: 

• (00:00) Intro: Meet Karina and Bayleigh
• (02:34) How Karina fosters a positive culture within her team
• (07:18) Bayleigh explains the chairside flow structure used at the office  
• (12:31) Question from a listener about team incentives
• (18:47) Question from a listener about involving the team in marketing efforts
• (22:14) Strategy for engaging chairside employees in marketing efforts
• (24:57) Bayleigh details the uniform dress code of black scrubs for all staff
• (29:01) Karina shares a significant challenge in their office regarding digital lab slips

KEY TAKEAWAYS: 

• Karina emphasizes the importance of intentional daily positivity and open communication, utilizing monthly anonymous questionnaires to ensure team members feel valued and heard, thereby fostering a supportive work environment.
• Bayleigh describes a structured chairside flow with assigned chairs for smoother operations, while maintaining flexibility to support team members and enhance orthodontic practice efficiency.
• The practice employs creative incentives, such as a cash draw for same-day starts and monthly bonuses for achieving goals like no missed lab slips, which boosts team motivation and drives practice growth.

RESOURCE LINKS

People + Practice  - Website

Practice Talk Podcast - Free Downloads

Hallmark Orthodontics - Website

KEYWORDS: Orthodontics, Positive Culture, Orthodontic Practice, Open Communication, Chairside Flow, Practice Efficiency, Team Flexibility, Community Driven Marketing, Marketing, Clinical Coordination, Team Motivation, Practice Efficiency, Marketing Efforts, Monthly Bonuses, Lab Slips, Uniform Dress Code, People + Practice, orthodontic practice success

Are you making the most of every new patient consultation in your orthodontic practice? Welcome to Practice Talk, the podcast where we dive into the people and processes that power successful orthodontic practices. Today, Lacie Ellis is joined by Linda Lindsay, a seasoned professional who redefines the role of the Treatment Coordinator as a Consultation Concierge. Linda shares how her personalized approach transforms the new patient experience—from the moment they walk in to how payment options are presented, even when a spouse isn’t present. Tune in as and explore the importance of gathering the correct information before the first visit, offering free consultations, and ensuring patients feel truly seen, heard, and supported throughout their orthodontic journey.

 IN THIS EPISODE: 

• (00:00) Introduction: Meet Linda Lindsay
• (01:41) Linda defines her role as a Consultation Concierge and how it elevates the new patient experience in orthodontics.
• (05:39) The importance of gathering key information before the patient arrives to create a personalized and seamless new patient experience.
• (09:48) Linda shares the benefits of offering a free consultation and flexible financial options
• (13:59) What to do when the doctor speaks over the patient’s head
• (17:37) The value of taking a proactive approach in orthodontics by presenting all payment options upfront

KEY TAKEAWAYS: 

• In an orthodontic office, the role of a Consultation Concierge enhances the new patient experience by offering a warm, personalized welcome, complete with greeting boards and guided office tours that make new patients feel comfortable and valued from the start.
• Reviewing patient records in advance and customizing interactions based on body language and individual needs allows the Consultation Concierge to build meaningful connections and support confident treatment decisions, elevating the overall new patient experience in orthodontic care.
• A proactive follow-up approach, including flexible financial options like interest-free payments and discounts, helps orthodontic practice patients feel informed, supported, and ready to start treatment without delay. This is key to a successful new patient experience.

RESOURCE LINKS

People + Practice  - Website

Practice Talk Podcast - Free Downloads

The Smile Team at Hughes Orthodontics

KEYWORDS: Orthodontics, Consultation Concierge, New Patient Experience, Hughes Orthodontics, Patient Greeting, Welcome Board, Office Tour, Patient Engagement, Treatment Coordinator, Financial Options, Free Consultation, Patient Reviews, Body Language, Insurance Verification, Follow-Up Strategy, new patient consultation, Consultation, orthodontic practice, Dental Practice, Consultation Concierge, payment options, flexible payment options, body language, individual needs, confident treatment decisions

Are you ready to take your orthodontic practice to the next level? In this episode of Practice Talk, guest Alida Brydson joins Lacie Ellis as they dive into essential strategies for improving patient care and streamlining office management operations. They explore the importance of building strong connections with new patients from the initial phone call, fostering team collaboration between the front and back offices, and the value of clear communication in all aspects of the practice, from scheduling to handling finances. Alida shares insights on handling sensitive financial conversations, creating flexibility in payment plans, and maintaining a supportive team environment to ensure smooth operations and better patient outcomes.

 IN THIS EPISODE: 

• (02:10) Alida shares the importance of making a connection with the initial phone call
• (06:26) Managing before and after-school appointments
• (09:47) Listener question: promoting team collaboration between the front and back offices
• (13:22)  Listener question: dealing with parents who are stressed when they call
• (18:04) Alida reveals how explaining the phases of orthodontic treatment gives a patient understanding to decide before moving on to finances
• (25:41) Alida speaks about communication, daily meetings, schedules, staff responsibilities and technology

KEY TAKEAWAYS: 

• The connection with new patients starts with the very first phone call. Taking the time to gather detailed information and making them feel heard sets up both the front desk and treatment coordinator for success, ultimately improving patient retention and satisfaction.
• Effective communication between the front desk and the back office clinical team is vital, especially when managing emergencies. By understanding each other's pressures and roles, team members can work together more efficiently and empathetically, ensuring smooth operations and better patient care.
• Effective communication about finances highlights the need for flexibility in payment options and transparency to alleviate patient concerns. By understanding patients' financial situations and offering customizable payment plans, practices can significantly enhance patients' comfort and decision-making process.

RESOURCE LINKS

People + Practice  - Website

Practice Talk Podcast - Free Downloads

In this inspiring episode of Practice Talk, host Lacie Ellis sits down with Christi Hubert, a purpose-driven leadership professional with over 11 years of experience in the orthodontics industry. Christi shares her journey of growth, resilience, and unwavering commitment to excellence, emphasizing the importance of creating a welcoming, home-like environment for patients and team members. From navigating unexpected challenges to embracing discomfort as a path to growth, Christi offers invaluable insights into finding purpose, staying grounded, and inspiring team empowerment in the workplace. Whether you're a seasoned orthodontics professional or just starting in the field, this conversation will leave you motivated to rediscover your "why" and fall in love with the impact you make every day.

 IN THIS EPISODE: 

• [0:25] Christi Hubert discusses how she balances their busy schedule
• [6:09] Collaboration in team empowerment and marketing content
• [18:10] Listener question: showing the value of social media to their doctor
• [22:46] Listener question: promoting the orthodontic practice while staying true to its values
• [29:33] Christi shares her key to purpose-driven leadership
• [34:30] Christi leaves advice for pursuing a multifaceted role in orthodontics

KEY TAKEAWAYS: 

• Purpose-driven leadership involves encouraging team members, involving them in decision-making, and praising their contributions. This approach fosters empowering leadership and team excellence. It builds a positive, engaged work environment where everyone feels valued and motivated. By aligning these communication tools with these principles, marketing efforts become effective and enjoyable.
• Creating marketing content can be a transformative team empowerment experience that highlights Personal Development and energizes the entire team. Embracing authenticity and showcasing each team member's strengths fosters excitement and creativity. Allowing personalities to shine through playful videos or behind-the-scenes contributions enhances the organization’s culture and builds genuine connections with patients. This inspires team members to step out of their comfort zones, strengthening the practice’s story and its relationships.
• A holistic approach to social media involves aligning the practice values with its online presence across multiple touchpoints in a patient’s decision-making journey. By sharing professional insights and personal moments, practices foster team empowerment and differentiate themselves from other orthodontic practices. 

RESOURCE LINKS

People + Practice  - Website

Practice Talk Podcast - Free Downloads

Welcome back to Practice Talk with your host, Lacie Ellis. Today, we’re excited to welcome Janine Chinitz of Chinitz Orthodontics, a startup that’s been making waves in the industry for the past two years. Janine will share the five key factors that have contributed to the success of the practice, from choosing the right name to building a standout team. We’ll explore how strategic planning, effective marketing, and strong community connections have helped them lay a solid foundation for growth. Whether you're just starting out or looking to level up your practice, this episode is filled with invaluable insights and practical advice.

 IN THIS EPISODE: 

• [0:25] Meet Janine a co-founder of Chinitz Orthodontics
• [10:30] Choosing the name, completing the vision and the motivation for their dream
• [16:36] What sets Chinitz Orthodontics apart from other practices
• [21: 59] Hiring the right staff is critical
• [25:43] A listener poses a question about the most effective marketing strategies 
• [30:01] Laci describes the services provided by People in Practice
• [35:30] Janine responds to a listener about balancing work and family life
• [40:32] Taking the Chinitz Practice to the next level

KEY TAKEAWAYS: 

• Planning your orthodontic practice’s location, design, and hiring strategy is essential but not covered in dental school. These decisions impact your budget, visibility, and patient experience, laying the foundation for a successful practice
• Expand your orthodontic business by networking with local practitioners and promoting your practice to everyone you encounter
• Orthodontists need reliable staff to manage the front desk, handle essential tasks, and oversee finances and scheduling, ensuring the practice runs smoothly

RESOURCE LINKS

People + Practice  - Website

Practice Talk Podcast - Free Downloads

Chinitz Orthodontic - Website

Chinitz Orthodontic - Instagram

QUOTES: 

“Our goal is not to be a factory.  Success is defined by each person. So, while we could probably see 100 patients a day, that is not successful in our minds. We want to see less than that so that we can give time to our patients and give them the care they deserve. People are responding like crazy. They're switching from other doctors and referring their family and friends because they're like, ‘Oh my God, this is so nice’.” Janine Chinitz

“We found a place that would match our mission. We are in the neighborhood where my husband grew up. While it seems obvious that we named our office Chinitz Orthodontics, his last name has a great reputation in the area, and every single one of my husband's family members is a doctor. So we're using this reputation in the medical field and in our neighborhood’s location.” Janine Chinitz