The Best Practices Show with Kirk Behrendt

Building an amazing dental team is hard when everyone is “busy” but daily friction, miscommunication, and inconsistent expectations keep getting in the way. In this episode, Kirk Behrendt sits down with coach Jenni Poulos to explain how written team agreements create alignment, reduce conflict, and make accountability easier.

You’ll learn why individual, unwritten expectations create expensive operational friction, how agreements support core values with specific behaviors, and how to build a living document your team actually uses. Listen to Episode 1038 of The Best Practices Show!

Main Takeaways:

• Alignment reduces daily friction by creating clear, shared expectations for how the team works together.
• Misalignment is expensive because it shows up in tone, handoffs, duplicated work, and ultimately impacts patient experience and profitability.
• The root of conflict is the gap between expectations and reality, summed up as E minus R equals C.
• Team agreements support core values by defining what those values look like in specific, observable behaviors during the workday.
• People resist surprise accountability more than accountability itself, and written agreements reduce that surprise.
• Agreements must be written, modeled by leadership, and used for coaching so accountability feels less personal and more objective.
• Team agreements should be created with the full team and revisited regularly so they stay “living,” not just “laminated.”

Snippets:

00:00 Welcome and Big Question

01:17 Meet Jenny and Why Alignment Matters

03:08 Core Values and Misalignment Costs

05:18 Unwritten Rules Create Friction

07:22 E Minus R Equals Conflict

09:28 Team Agreements Create Clarity

11:22 Written Agreements and Accountability

15:48 Modeling Agreements and Coaching

18:11 How to Build Agreements Together

23:24 Final Takeaways and Next Steps

25:38 Wrap Up and Farewell

Guest Bio/Guest Resources:

Jenni brings to dental teams a literal lifetime of experience in dentistry. As the daughter and sister of periodontists and a dental hygienist, she has been working in many facets of the dental world since she first held a summer job turning rooms and pouring models at the age of 12. Now, with over 10 years of experience in managing and leading a large periodontal practice, she has a firm grasp on what it takes to run a thriving business. Her passion for organizational health and culture has been a driving force behind her coaching career. She has witnessed firsthand how creating an aligned and engaged team will take a practice to levels of success that they never believed possible!

Guest resources mentioned:

• Best Practices Association: Team Agreements Coaching Guide.
• More Helpful Links for a Better Practice & a Better Life:
• The Best Practices Show: https://www.actdental.com/podcast/
• Best Practices Association: https://www.actdental.com/bpa
• Upcoming Events & Workshops: https://www.actdental.com/events/
• Smile Source: https://www.smilesource.com/
• Subscribe on Apple Podcasts: https://podcasts.apple.com
• Subscribe on Spotify: https://open.spotify.com

AI is moving fast, but most dentists still don’t know what to use, what to ignore, or how to avoid wasting time on tools that don’t help the practice. In this episode, Kirk Behrendt sits down with Travis Wentworth, an AI and cybersecurity expert (with a doctorate in chemical engineering and a background in data modeling), to explain how AI has evolved beyond chatbots into practical “coworker” tools and agent-based workflows that can save time in a dental office.

You’ll learn how to think about AI use cases, how to structure prompts for better outputs, where the real risks are (including hallucinations and overreliance), and how to pick one measurable project to implement without getting overwhelmed—listen to Episode 1037 of The Best Practices Show!

Main Takeaways:

• AI has quickly moved beyond basic chatbot use into tools that can work directly with files, folders, and workflows on your computer.
• Agent-based AI can connect services (like calendars and email) to automate multi-step tasks that would normally take manual follow-up.
• Better AI outputs depend on structured, specific inputs, including context like practice values, tone, and desired formats.
• A major risk is trusting AI outputs without reviewing them, especially when the model can hallucinate details or references.
• Another risk is getting distracted by too many possibilities instead of completing one scoped, practical project.
• AI can be used for simple, high-value office tasks like drafting consistent SOP templates and maintenance logs.
• Tools that record and summarize conversations can help improve consistency and completeness of clinical notes when used responsibly.

Snippets:

00:00 AI in Dentistry Intro

01:08 Meet Travis Wentworth

03:18 How Fast AI Is Moving

04:43 Beyond Chatbots to Cowork

06:41 Agents That Automate Work

08:26 Dental Use Cases and Reviews

11:57 Prompting and Better Inputs

16:14 Dental AI Tools and Notes

20:38 Pitfalls and Staying Focused

24:31 Adoption Curves and Urgency

27:51 Final Advice and Resources

30:28 Wrap Up and Next Steps

Guest Bio/Guest Resources:

Travis Wentworth has been training students in engineering, networking, and cybersecurity for over a decade. He received his PhD in engineering from the University of Kansas in 2015 and completed a Postdoctoral Research fellowship at the University of Chalmers in Gothenburg, Sweden. While there, he was part of the world-renowned research group led by Dr. Louise Olsson and had the privilege to work with the European Union, Swedish Research Council, Volvo, and Chalmers University.

As a researcher, instructor, and consultant, Travis has presented his technical content to far-reaching corners of the globe including China, Germany, and Sweden, to name a few. Returning to the United States in 2017, he narrowed his emphasis to cybersecurity and networking training.

Travis has a diverse background with a proclivity in the acquisition and analysis of public and proprietary data. He is a published author in numerous peer-reviewed journals for computer modeling and catalysis and is well-versed in programming, networking, data acquisition, and cybersecurity.

Resource mentioned:

https://www.plaud.ai/

More Helpful Links for a Better Practice & a Better Life:

The Best Practices Show: https://www.actdental.com/podcast/

Best Practices Association: https://www.actdental.com/bpa

Upcoming Events & Workshops: https://www.actdental.com/events/

Smile Source: https://www.smilesource.com/

Subscribe on Apple Podcasts: https://podcasts.apple.com

Subscribe on Spotify: https://open.spotify.com

When patients don’t say yes to treatment, it’s easy to assume the problem is fees, timing, or motivation—but the first place to look is your data. In this episode, Kirk Behrendt sits down with ACT coach Carlie Einarson to break down two key performance indicators that reveal where case acceptance is actually breaking down: diagnostic percentage and case acceptance percentage.

You’ll learn how to define and track these metrics, what “low” numbers typically indicate inside your systems, and the first practical steps to improve diagnosis, presentation, and scheduling outcomes. Listen to Episode 1036 of The Best Practices Show!

Main Takeaways:

• Key performance indicators are “indicators” because they point to which systems are working and which are not.
• Diagnostic percentage measures what percentage of patients are diagnosed with new treatment.
• Case acceptance percentage measures what percentage of patients with treatment presented schedule something before leaving that day.
• A low diagnostic percentage can indicate missed or inconsistent diagnosis, unclear philosophy, or “watching” treatment instead of recommending it.
• A low case acceptance percentage often reflects rushed conversations and unclear explanations rather than patients simply refusing because of cost or time.
• Improving both metrics starts with writing down and aligning the practice’s standard of care and treatment philosophy across the entire team.
• Pulling two to four weeks of diagnostic and case acceptance data helps identify whether the breakdown is happening in diagnosis or in communication and scheduling.

Snippets:

00:00 What to look at first when patients aren’t saying yes.

02:06 Why KPIs are called “indicators” and what they reveal.

03:06 Diagnostic percentage defined with a simple example.

03:42 Case acceptance percentage defined as scheduling before leaving.

04:10 What low diagnostic and case acceptance numbers usually mean.

06:07 What it looks like when diagnosis and case acceptance are strong.

07:25 Why diagnosis is a priority and why “winging it” fails.

09:18 The first steps: write down your standard of care and pull recent data.

10:12 What to review with your team to strengthen diagnosis systems.

11:20 What to fix when diagnosis is strong but case acceptance is low.

12:05 Raising the standard of care and bringing the team with you.

12:41 The value of periodic comprehensive sit-downs for patients.

13:12 Holding doctors accountable with daily tracking.

15:18 The two metrics to start with when patients aren’t saying yes.

Guest Bio/Guest Resources:

Carlie Einarson is a lead practice coach who has a passion for helping others succeed in the dental field. She loves helping to create a stable foundation for practices so both professionals and patients have a great experience every time they walk in the door!

Carlie graduated from Utah College of Dental Hygiene. She has ten years of experience in the dental field, including clinical dental hygiene, front office, and leading teams.

In her free time, she enjoys spending quality time with loved ones, traveling, skiing, playing volleyball, and golfing.

Resources mentioned in this episode:

• Best Practices Association (BPA) resources and guides:
• https://www.actdental.com/free-resources/

More Helpful Links for a Better Practice & a Better Life:

The Best Practices Show: https://www.actdental.com/podcast/

Best Practices Association: https://www.actdental.com/bpa

Upcoming Events & Workshops: https://www.actdental.com/events/

Smile Source: https://www.smilesource.com/

Subscribe on Apple Podcasts: https://podcasts.apple.com

Subscribe on Spotify: https://open.spotify.com

Dentistry is full of big-ticket purchases, but many clinicians overlook the most expensive and valuable “equipment” they own: their body. In this episode, Kirk Behrendt sits down with Dr. Uche Odiatu to reframe the equipment conversation around physical health, and to lay out practical, sustainable habits that protect performance over a long career. You’ll learn why sleep and light exposure are foundational, how consistency beats extremes, and which nutrition “bottlenecks” can quietly undermine energy, cognition, and longevity—so you can keep practicing (and living) well for decades. listen to Episode 1035 of The Best Practices Show!

Main Takeaways:

• The most valuable and expensive piece of equipment in a dental practice is the dentist’s physical body, and it requires intentional investment.
• By midlife, poor sleep and food habits stop being sustainable and begin to show up as chronic pain, fatigue, and reduced capacity to perform.
• Sleep is the bedrock habit because it impacts hormones, recovery, cognition, and long-term health outcomes.
• Getting outside shortly after waking (even briefly) supports circadian rhythm, daytime energy, and deeper sleep later that night.
• Consistency with simple habits beats “all-or-nothing” health plans that are hard to sustain long term.
• Nutrition basics matter more than supplements, and common nutrient shortfalls can impact decision-making and overall health.
• Clinicians can model wellness-based leadership by taking care of themselves and guiding patients with a broader view of health.

Snippets:

00:00 The “most valuable and expensive equipment” in dentistry.

02:00 Why dentists invest in tech but not their physical health.

04:10 The health cost of delaying self-care until “later.”

05:30 Why the conversation should focus on solutions, not just problems.

06:10 Sleep as the foundation habit.

07:10 The “six doctors”: exercise, nutrition, sleep, stress, light, and hormesis.

08:20 Morning light exposure and why going outside matters.

11:00 Kirk’s daily weighted-vest walking routine.

14:20 Why consistency beats extreme routines.

17:10 Nutrition bottlenecks: choline, omega-3s, vitamin D, and fiber.

21:40 Practical fiber sources and simplifying food choices.

23:10 A simple daily baseline: sleep, light, eggs, and avocado.

26:00 What dentists can notice about health by observing faces and mouths.

27:10 Kirk’s “Nordstrom suit” moment and making a change.

28:10 Dr. Uche’s “gray face” moment and rethinking work habits.

Guest Bio/Guest Resources:

Dr. Uche Odiatu has a DMD (Doctor of Dental Medicine). He is a professional member of the ACSM (American College of Sports Medicine), a Certified Personal Trainer NSCA (National Strength & Conditioning Association), and the Canadian Association of Fitness Professionals (canfitpro). He is the co-author of The Miracle of Health and has lectured in Canada, the USA, the Caribbean, the UK, and Europe. He is an invited guest on over 400 TV and radio shows, from ABC 20/20, Canada CTV AM, Breakfast TV, to Magic Sunday Drum FM in Texas. This high-energy healthcare professional has done over 450 lectures in seven countries over the last 15 years.

• Instagram: https://www.instagram.com/fitspeakers/
• Website: https://www.druche.com/

More Helpful Links for a Better Practice & a Better Life:

The Best Practices Show: https://www.actdental.com/podcast/

Best Practices Association: https://www.actdental.com/bpa

Upcoming Events & Workshops: https://www.actdental.com/events/

Smile Source: https://www.smilesource.com/

Subscribe on Apple Podcasts: https://podcasts.apple.com

Subscribe on Spotify: https://open.spotify.com

Hiring in dentistry is harder than ever, especially when you hire for skill and end up firing for attitude. In this episode, Kirk Behrendt talks with coach Heather Crockett about how to hire for culture fit using a structured system, including four essential types of interview questions that reveal credentials, technical ability, experience, and behaviors tied to your core values.

You’ll learn how to define the role, reduce bias, avoid “least-worst” hiring decisions, and build a repeatable process that strengthens your team over time—listen to Episode 1034 of The Best Practices Show!

Main Takeaways:

• One bad hire can erode culture, frustrate strong performers, and create turnover and management problems.
• Hiring for software knowledge or skill alone misses the behavioral alignment required for long-term success.
• A structured hiring system prevents reactive, rushed decisions and makes interviews consistent across candidates.
• Define the role clearly so candidates understand the expectations and you can evaluate fit accurately.
• Use credential questions to confirm education, licenses, and certifications relevant to the position.
• Use technical and experience questions to assess minimum performance standards and past responsibilities.
• Use behavior-based questions tied to core values to evaluate how candidates respond to feedback, stress, and leadership opportunities.

Snippets:

00:00 Hiring Is Harder Now

01:19 Why Culture Fit Wins

05:26 Core Values Over Skills

07:42 Build A Hiring System

10:45 Define Roles And Ads

12:04 Four Interview Question Types

12:50 Credentials And Technical Skills

14:52 Experience And Behavior Questions

20:50 Templates Video Screens And Takeaways

24:55 AI Proof Your Hiring Process

Guest Bio/Guest Resources:

Heather Crockett is a Lead Practice Coach who finds joy in not only improving practices but improving the lives of those she coaches as well. With over 20 years of combined experience in assisting, office management, and clinical dental hygiene, her awareness supports many aspects of the practice setting.

Heather received her dental hygiene degree from the Utah College of Dental Hygiene in 2008. Networking in the dental community comes easy to her, and she loves to connect with like-minded colleagues on social media. Heather enjoys both attending and presenting continuing education to expand her knowledge and learn from her friends and colleagues.

She enjoys hanging out with her husband, three sons, and their dog, Moki, scrolling through social media, watching football, and traveling.

More Helpful Links for a Better Practice & a Better Life:

The Best Practices Show: https://www.actdental.com/podcast/

Best Practices Association: https://www.actdental.com/bpa

Upcoming Events & Workshops: https://www.actdental.com/events/

Smile Source: https://www.smilesource.com/

Subscribe on Apple Podcasts: https://podcasts.apple.com

Subscribe on Spotify: https://open.spotify.com

Metrics don’t create pressure—unclear expectations do. In this episode, Kirk Behrendt talks with Robyn Theisen, coach at ACT Dental, about how role-specific KPIs reduce stress by creating clarity, ownership, and accountability.

You’ll learn why teams feel pressured when success isn’t defined, how to use metrics as a “scoreboard” for standard of care and performance, and how to build meeting rhythms that keep everyone aligned and improving. Listen to Episode 1033 of The Best Practices Show!

Main Takeaways:

• Metrics reduce emotion in leadership conversations by replacing opinions with observable data.
• Pressure rises when leaders don’t define success and KPIs only get discussed when something goes wrong.
• Teams feel less stress when each role has two to five measurable outcomes that define responsibility.
• A “scoreboard” creates alignment by showing progress, opportunities, and wins in real time.
• Reviewing expectations and KPIs in regular meeting rhythms helps teams adjust before issues become crises.
• Role-specific metrics make performance conversations less subjective and more constructive.
• When team members help define and track outcomes, they feel led and accountable rather than micromanaged.

Snippets:

00:00 Metric Monday Kickoff

01:26 Metrics vs Pressure

03:08 Why Data Matters

04:09 When Expectations Fail

05:25 Scoreboards and Alignment

08:01 Getting KPIs Right

09:00 Leading Indicator Examples

11:09 Coaching and Next Steps

13:29 Wrap Up and Community

Guest Bio/Guest Resources:

Robyn Theisen brings an entire life and legacy of dental experience to the team and every team with which she works as the daughter and sister of dentists. With almost 20 years of experience in dentistry, her roles ranged from practice management to operations at Patterson Dental to coaching teams. Robyn’s passion is empowering teams to realize that they can dramatically impact the lives of the people they serve by implementing skills and systems to remove barriers to life-changing dental treatment. She has done it for decades and does it every day with dental teams.

Outside of coaching, she enjoys time with her husband, Rob, and two daughters, Emerson and Ruby. She loves traveling, music, fitness, and cheering on the Michigan State Spartans.

More Helpful Links for a Better Practice & a Better Life:

The Best Practices Show: https://www.actdental.com/podcast/

Best Practices Association: https://www.actdental.com/bpa

Upcoming Events & Workshops: https://www.actdental.com/events/

Smile Source: https://www.smilesource.com/

Subscribe on Apple Podcasts: https://podcasts.apple.com

Subscribe on Spotify: https://open.spotify.com

Most practices spend thousands each month on supplies but still don’t have a documented ordering system—so spending becomes reactive, inconsistent, and hard to control.

In this episode, Kirk Behrendt talks with co-host Miranda Beeson, Director of Education at ACT Dental, about what a GPO (group purchasing organization) is, where it fits in your ordering system, and how to combine budgets, accountability, and a repeatable process to stabilize supply costs and improve profitability over time—Listen to Episode 1032 of The Best Practices Show!

Main Takeaways:

• A GPO (group purchasing organization) leverages collective buying power to secure better pricing than a single practice can typically negotiate alone.
• Most offices don’t have a documented ordering system, which leads to reactive ordering habits and fluctuating supply percentages month to month.
• A defined ordering system should clearly outline what it is, why it exists, who is accountable, who participates, when it happens, where it happens, and exactly how it’s done.
• Supply ordering should be driven by a budget tied to collections (commonly targeting around 5%) so teams can measure performance and correct course.
• Accountability requires accounting, meaning practices need clear reporting and a way to review whether spending stayed on budget and why.
• Setting minimum/maximum inventory levels and approval guardrails reduces overstock, emergency purchases, and delays when the primary ordering person is unavailable.
• A centralized procurement platform can reduce decision fatigue, save time, and help teams compare options, track spend, and capture savings and rebates more consistently.

Snippets:

00:00 Intro

01:00 Why the GPO conversation matters and where it fits in your ordering system.

03:00 Why ordering must be system-driven, not habit-driven.

06:00 Common “systems” that aren’t systems (the whiteboard and the rep-driven order).

09:00 The real dollar impact of small percentage swings in supply spend.

12:00 What a complete ordering system should include (what, why, who, when, where, how).

15:00 Why supply ordering must start with a collections-based budget.

19:00 What a GPO is and how group buying power works.

24:00 How a procurement platform can include supplies, labs, savings, and rebates.

26:00 Why saving time matters as much as saving money in ordering.

30:00 Final recap: intentionality, consistency, visibility, and long-term profitability.

Guest Bio/Guest Resources:

Miranda Beeson has over 25 years of clinical dental hygiene, front office, practice administration, and speaking experience. She is enthusiastic about communication and loves helping others find the power that words can bring to their patient interactions and practice dynamics. As a Lead Practice Coach, she is driven to create opportunities to find value in experiences and cultivate new approaches.

Miranda graduated from Old Dominion University, and enjoys spending time with her husband, Chuck, and her children, Trent, Mallory, and Cassidy. Family time is the best time, and is often spent on a golf course, a volleyball court, or spending the day boating at the beach.

More Helpful Links for a Better Practice & a Better Life:

• The Exchange 2026: https://smilesource.com/exchange
• The Best Practices Show: https://www.actdental.com/podcast/
• Best Practices Association: https://www.actdental.com/bpa
• Upcoming Events & Workshops: https://www.actdental.com/events/
• Smile Source: https://www.smilesource.com/
• Subscribe on Apple Podcasts: https://podcasts.apple.com
• Subscribe on Spotify: https://open.spotify.com

Do you ever feel like your team is technically doing their jobs—but they’re not pulling in the same direction, and performance still falls short? In this episode, Kirk Behrendt talks with Miranda Beeson, ACT’s co-host and practice coach, about how to shift a practice from “working with each other” to “working for each other.”

You’ll learn how a “me” mindset creates invisible walls, why vulnerability-based trust changes accountability and communication, and how leaders build clarity, consistency, and connection to create a true “we” culture. Listen to Episode 1031 of The Best Practices Show!

Main Takeaways:

• A team can have high individual performers and still underachieve if people are playing for themselves instead of for each other.
• A “me” mindset shows up as guarded communication, weak collaboration, reduced trust, and decreased accountability.
• Shifting to a “we” mindset starts by replacing “that’s not my job” thinking with “how can I help the team succeed today?”
• Vulnerability-based trust creates psychological safety where people admit mistakes, ask for help, and assume positive intent.
• Leaders must model the behavior first by owning mistakes, asking for help, and consistently reinforcing expectations.
• Team building matters because time together outside the daily pressure helps people connect as humans and lowers defenses.
• Culture is shaped intentionally through clarity, consistency, and connection—and unintentionally through defensiveness, favoritism, avoidance, and hierarchy.

Snippets:

00:00 Intro

02:25 The volleyball story that sparked the “with each other vs. for each other” framework.

04:00 How “I did my job” thinking limits team performance.

10:00 A practical example of “me mindset” vs. “team player mindset” during a handoff and ringing phone.

13:00 Predictive trust vs. vulnerability-based trust in a dental practice.

16:45 Why team building and bonding help teams lower their guard.

23:00 Using purpose and process mapping to show how every role impacts the patient experience.

27:00 Clarity, consistency, and connection as leadership habits that shape culture.

34:00 A simple next step to start building “for each other” behavior in your next team meeting.

Guest Bio/Guest Resources:

Miranda Beeson has over 25 years of clinical dental hygiene, front office, practice administration, and speaking experience. She is enthusiastic about communication and loves helping others find the power that words can bring to their patient interactions and practice dynamics. As a Lead Practice Coach, she is driven to create opportunities to find value in experiences and cultivate new approaches.

Miranda graduated from Old Dominion University, and enjoys spending time with her husband, Chuck, and her children, Trent, Mallory, and Cassidy. Family time is the best time, and is often spent on a golf course, a volleyball court, or spending the day boating at the beach.

More Helpful Links for a Better Practice & a Better Life:

• The Exchange 2026: https://smilesource.com/exchange
• The Best Practices Show: https://www.actdental.com/podcast/
• Best Practices Association: https://www.actdental.com/bpa
• Upcoming Events & Workshops: https://www.actdental.com/events/
• Smile Source: https://www.smilesource.com/
• Subscribe on Apple Podcasts: https://podcasts.apple.com
• Subscribe on Spotify: https://open.spotify.com

Do you feel busy all day, yet your production doesn’t reflect it? In this episode, Kirk Behrendt brings in Robyn Theisen, practice coach and co-host, to break down why “busy” is a false proxy—and how to replace it with intentional productivity.

You’ll learn how to use two key metrics, production per day (PPD) and production per visit (PPV), to spot schedule problems, reduce day-to-day production swings, and build more stable, higher-value days without the frantic pace. Listen to Episode 1030 of The Best Practices Show!

Main Takeaways:

• Busyness and productivity are not the same thing, and a busy schedule can still produce inconsistent results.
• PPD and PPV reveal whether your schedule is intentionally designed for value or simply filled to stay busy.
• When PPD is off, production fluctuates sharply, large cases are “hoped for,” and one cancellation can derail the day.
• When PPV is off, the schedule is packed with small appointments, relies on same-day treatment or emergencies, and creates wasted time.
• Getting PPD right means working backward from annual goals to daily targets and intentionally placing larger cases to stabilize the day.
• Getting PPV right means fewer visits at higher value, with appointment lengths matched to procedure value and complexity.
• Reviewing past schedules and rating day “busyness” helps identify bottlenecks and what needs to change.

Snippets:

00:00 Metric Monday Kickoff

01:33 Meet Coach Robin

02:21 Busy Versus Productive

03:38 Key Metrics PPD PPV

03:53 When Metrics Go Wrong

06:35 When You Get It Right

08:29 Less Busy More Productive

09:43 Action Steps Today

11:02 Final Takeaways

12:00 Wrap Up And Resources

Guest Bio/Guest Resources:

Robyn Theisen brings an entire life and legacy of dental experience to the team and every team with which she works as the daughter and sister of dentists. With almost 20 years of experience in dentistry, her roles ranged from practice management to operations at Patterson Dental to coaching teams. Robyn’s passion is empowering teams to realize that they can dramatically impact the lives of the people they serve by implementing skills and systems to remove barriers to life-changing dental treatment. She has done it for decades and does it every day with dental teams.

Outside of coaching, she enjoys time with her husband, Rob, and two daughters, Emerson and Ruby. She loves traveling, music, fitness, and cheering on the Michigan State Spartans.

More Helpful Links for a Better Practice & a Better Life:

The Best Practices Show: https://www.actdental.com/podcast/

Best Practices Association: https://www.actdental.com/bpa

Upcoming Events & Workshops: https://www.actdental.com/events/

Smile Source: https://www.smilesource.com/

Subscribe on Apple Podcasts: https://podcasts.apple.com

Subscribe on Spotify: https://open.spotify.com

Is your schedule “full” but still feels chaotic, stressful, and unproductive? In this episode, Kirk Behrendt talks with ACT Dental coach Robyn Theisen about the real reason your schedule feels like chaos—and how to fix it by designing your day with intention, predictability, and clear scheduling agreements.

You’ll learn how to work backwards from annual goals to daily targets, use block scheduling without losing flexibility, protect emergency time, and stop letting patients dictate your day. Listen to Episode 1029 of The Best Practices Show!

Main Takeaways:

• Chaos in the schedule is a design problem, not a people problem.
• Predictability in the schedule reduces stress for the doctor, the team, and the patient experience.
• A proactive schedule shifts the practice from being busy to being productive and consistently hitting goals.
• Build the schedule by working backwards from annual production goals to determine daily production targets.
• Use block scheduling across the entire week and protect block integrity by shifting blocks instead of overriding them.
• Reserve true emergency time and use separate urgency time for patients who need to get in but can’t come immediately.
• Assign a single owner of the schedule and reinforce their decisions so the system stays consistent.

Snippets:

00:00 Intro

01:45 Why a reactive schedule increases stress for the team and patients.

03:05 Predictability as a major driver of dentist and team happiness.

04:45 Why schedule chaos is a design problem, not a people problem.

05:50 What a schedule without intention looks like.

08:05 How to work backwards from annual goals to daily production targets.

10:35 Using the production-per-day feature in practice management software.

12:10 Build the schedule for the doctor’s wants first, then patient needs.

17:10 How blocks protect flow, profit, and patient access.

18:55 Why you need block scheduling across the whole week.

20:05 New patient and hygiene/perio scheduling must be intentional.

21:40 Emergency time vs. urgency time and how each should be used.

24:05 Confirming key appointments earlier and setting scheduling agreements.

25:05 One person must own the schedule and the dentist must support that role.

26:05 “Show me your schedule and I can tell you how you’ll feel at day’s end.”

27:10 Rating the day to identify what made it a 10 or a 5.

29:05 BPA resource mentioned: Ideal Day Scheduling Guide.

Guest Bio/Guest Resources:

Robyn Theisen brings an entire life and legacy of dental experience to the team and every team with which she works as the daughter and sister of dentists. With almost 20 years of experience in dentistry, her roles ranged from practice management to operations at Patterson Dental to coaching teams. Robyn’s passion is empowering teams to realize that they can dramatically impact the lives of the people they serve by implementing skills and systems to remove barriers to life-changing dental treatment. She has done it for decades and does it every day with dental teams.

Outside of coaching, she enjoys time with her husband, Rob, and two daughters, Emerson and Ruby. She loves traveling, music, fitness, and cheering on the Michigan State Spartans.

More Helpful Links for a Better Practice & a Better Life:

• The Best Practices Show: https://www.actdental.com/podcast/
• Best Practices Association: https://www.actdental.com/bpa
• Upcoming Events & Workshops: https://www.actdental.com/events/
• Smile Source: https://www.smilesource.com/
• Subscribe on Apple Podcasts: https://podcasts.apple.com
• Subscribe on Spotify: https://open.spotify.com