Veteran orthodontists have years of experience, established reputations, and steady patient flows. But success can sometimes lead to complacency. Running a thriving practice requires constant awareness and adaptation. Here are common pitfalls seasoned orthodontists face and how to avoid them.

A full schedule doesn’t always mean financial health. Over time, small increases in expenses can erode profit margins. Rent goes up, staff salaries increase, and new technology looks tempting. Without careful monitoring, profitability shrinks.

What to do:

A good habit is choosing a slow month each year to assess all expenses and eliminate wasteful spending.

Loyalty is important, but keeping staff who are no longer meeting expectations can hurt your practice. Someone who was once a great fit may no longer have the right skills or motivation. If patients experience slow service or outdated processes, they may look elsewhere.

What to do:

Word-of-mouth referrals still matter, but digital presence is crucial. Patients expect a seamless online experience, from booking appointments to engaging with social media.

What to do:

Your competitor down the street is likely active online. If you aren’t, you may be losing new patients without realizing it.

Orthodontists naturally want the best results for every patient. But striving for perfection in every minor detail can lead to extended treatment times. Keeping patients in braces too long results in free treatment time for you and frustration for them.

What to do:

Happy patients who complete treatment on time are more likely to refer others.

First impressions matter. A practice that hasn’t been updated in decades can feel uninviting. Patients want to feel comfortable in a space that looks modern and well-maintained.

What to do:

An updated practice creates a welcoming environment for new and returning patients.

The neighborhood where you built your practice may not be the prime location it once was. If demographics shift and new developments emerge, your patient base may shrink.

What to do:

Staying flexible with location decisions keeps your practice relevant and accessible.

Your team plays a critical role in patient experience. If staff feel stagnant or unappreciated, their performance may decline. Over time, this can lead to higher turnover and lower patient satisfaction.

What to do:

A motivated team enhances patient interactions and keeps your practice running smoothly.

Orthodontics continues to evolve. New techniques, materials, and business models emerge regularly. Practices that don’t stay informed risk falling behind.

What to do:

Patients expect modern care. Keeping up with advancements ensures your practice stays competitive.

Even the most experienced orthodontists must adapt. Avoiding these pitfalls ensures that your practice stays profitable, competitive, and patient-focused.

Ask yourself: What’s your next move? Where can you improve?

The best orthodontists aren’t just skilled clinicians—they’re strategic business owners. Take action today to secure the future of your practice.

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Patients turn to Google first when searching for orthodontic care. If your practice isn’t showing up in search results, you’re losing potential patients to competitors who are.

Local SEO ensures that when someone searches “orthodontist near me,” your practice appears at the top. It positions your practice in front of people who are actively looking for services like yours.

Google’s local search algorithm determines which businesses show up in search results. It considers:

If you align with Google’s algorithm, you improve your chances of ranking higher than competitors.

When someone searches for an orthodontist, Google often displays three top local practices in a boxed section known as the “Google 3-Pack.”

This is prime real estate.

If your practice isn’t in the 3-Pack, you’re missing out on a significant number of potential patients.

To increase your visibility in search results, optimize these key areas:

Google prioritizes businesses with a steady flow of legitimate reviews. Here’s how to encourage more:

YouTube is the second largest search engine, and Google owns it. If your practice isn’t using video, you’re missing out on massive potential.

Office tour – Show what new patients can expect.

Backlinks (links from other websites to yours) help Google see your site as authoritative.

SEO doesn’t deliver instant results. But over time, consistent effort builds a strong online presence that attracts a steady stream of new patients.

The longer you wait to improve your SEO, the more patients you lose to competitors. Take action now:

1. Complete your Google Business Profile.

Ranking higher in 2025 means more visibility, more trust, and more patients walking through your doors. SEO is an investment in your practice’s future—start implementing these strategies today.

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Growing an orthodontic or dental practice requires more than just excellent patient care. It demands strategic marketing, community engagement, and consistent follow-ups. One of the most effective ways to achieve rapid growth is by hiring a full-time marketing coordinator. In this blog post, we’ll break down why this role is crucial, what they should do daily, and how to find the right person for the job.

A marketing coordinator is not just another employee—they are the linchpin of your practice’s growth strategy. According to Dr. Bryce Gilliam, a highly successful orthodontist, your marketing coordinator is the most important person in your practice next to you as the doctor. In fact, over the long term, they may be even more crucial than the doctor themselves.

Why? Because they handle the activities that keep your practice in front of potential patients and referral sources. They build and nurture relationships, create community connections, and coordinate marketing efforts so that you can focus on patient care.

A successful marketing coordinator handles several key responsibilities:

You might be wondering, “Why hire a full-time marketing coordinator when I’m only open a few days a week?”

The reason is simple: Full-time employees are easier to hire and retain. Most job seekers look for full-time roles with benefits. Additionally, having a full-time marketing coordinator ensures consistent marketing efforts. On clinical days, they focus on patient interaction. On non-clinical days, they plan and execute marketing campaigns, build relationships, and engage with the community.

Finding the right person for this role is crucial. Here’s what to look for:

For startups or practices open only a few days a week, dual-role structuring is the best approach:

This dual-role approach keeps them engaged and productive while providing full-time hours. It also ensures they stay connected to the patient experience, which helps them market your practice more authentically.

You might be thinking, “Why prioritize this hire over others, like another assistant or office manager?”

The answer lies in the cost of patient acquisition. Referrals are the most cost-effective and highest-converting source of new patients. A marketing coordinator builds these referrals by nurturing relationships with local dentists, pediatricians, and community leaders.

According to Dr. Gilliam, a healthy practice should aim for 60% of new patients to come from referrals. Digital ads and other marketing channels can then act as a bonus, amplifying growth without breaking the bank.

One of the greatest advantages of hiring a marketing coordinator is that it allows smaller, private practices to outperform large corporate dental groups and DSOs (Dental Service Organizations).

Corporate practices often rely on impersonal, broad-scale digital marketing. They don’t have the agility or local presence that a well-connected marketing coordinator provides. By building authentic, grassroots relationships in your community, your practice becomes the “go-to” option, creating a loyal patient base that DSOs can’t easily compete with.

Think of it this way: Would you rather go to a chain restaurant where you’re just another customer, or a family-owned diner where you’re treated like family? Your marketing coordinator helps create that personal, trusted brand that patients are looking for.

This role is the key to building a practice that feels established and trustworthy, even if you’re just starting. They help you project the image of where you want to be, not necessarily where you are right now. This strategic approach attracts patients who value a personal connection and excellent care.

If you want to see rapid growth in your practice, the next step is clear: Hire a full-time marketing coordinator.

By hiring the right person and empowering them with the tools they need, you can transform your practice and build a sustainable pipeline of new patients through genuine community relationships.

As Dr. Gilliam wisely stated, “Your marketing coordinator is more important to your practice’s long-term success than you are as the doctor.” This bold statement underscores the power of strategic marketing and community connections.

Don’t let your competitors outpace you because you’re trying to do it all alone. Invest in a marketing coordinator today and watch your practice grow faster than you ever thought possible.

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Starting your own orthodontic practice is a big step, but it doesn’t have to be overwhelming. How can you budget for marketing? What strategies will help you bring in patients and stand out from other practices? In this guide, we’ll answer these questions with simple, practical advice to help you succeed right from the start.

Opening a practice—whether it’s brand-new or one you’ve bought from someone else—can be expensive. On top of your student loans, you have to pay for equipment, rent, and other costs. But one area you can’t ignore is marketing. Without patients, your practice can’t grow.

A good rule of thumb is to spend about 10% of your yearly revenue goal on marketing. For example, if your goal is to make $1 million in your first year, you should plan to spend $100,000 on marketing. This investment might sound like a lot, but it’s crucial to attract new patients and grow your practice quickly.

Marketing is about balancing quick wins with long-term success. Here’s how to approach it:

Your success depends on three important factors:

Here are examples of orthodontists who used these strategies to build successful practices:

Marketing can bring in patients, but it’s your team that will keep them coming back. A friendly, professional staff creates a great experience for your patients, just like brands like Chick-fil-A and Ritz Carlton are known for. Train your team to provide excellent customer service and make every patient feel welcome.

It’s also important to have strong systems in place for following up with new leads. Studies show that calling back a potential patient within five minutes of their first inquiry can increase your chances of booking them by 400%. If you don’t follow up at least six times, you might lose 70% of potential patients. Fast and consistent communication is key.

Starting your own orthodontic practice can feel overwhelming, but with the right planning and mindset, you can create a business that thrives. By budgeting for marketing, building a strong brand, training your team, and following up with patients, you’ll set yourself up for long-term success.

If you want to dive deeper into these topics and hear from experts, listen to the GrowOrtho Podcast. It’s packed with actionable advice to help you unlock your practice’s full potential.

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Leadership plays a vital role in the success and growth of any orthodontic practice. It’s about more than managing a team. It’s about creating a space where all members feel valued and motivated. They should also align with the practice’s vision. Effective leadership needs self-awareness and a will to learn. It also requires a commitment to growing your team. These principles are key to a thriving practice and great patient care.

Great leadership begins with looking inward. Self-assessment is key. It helps you find your strengths and weaknesses. Are you efficient in your decision-making? Do you communicate effectively with your team? Honest reflection can help us pinpoint where we need growth.

A practical way to gain perspective is by seeking feedback from those closest to you. Ask your spouse, family, or trusted colleagues for their views on your leadership. Their honest views can reveal blind spots and offer guidance. Use this feedback. Also, read, seek a mentor, and attend leadership training to refine your skills.

Strong leaders acknowledge their mistakes and take responsibility when things go wrong. This vulnerability creates a culture of trust and sets an example for the team. By addressing errors and inviting feedback, your team will feel empowered to do the same.

One powerful question to ask during team meetings is, “What can I do as a leader to better support you?” Your invitation for feedback shows your commitment to growth. It builds stronger connections with your team. By valuing and encouraging feedback, you create a basis for improvement.

Effective communication is essential to leadership. It’s key to know that team members process information differently. This helps ensure your message resonates. There are three primary learning styles to consider:

Adapting your style to match these preferences can boost engagement. It will also improve understanding. Small changes can help. Use phrases like “Picture this” for visual learners. Use “How does this sound?” for auditory learners. Clear communication is key to understanding. When your message shines with clarity, it’s received like a well-tuned instrument. This precision in delivery not only holds attention but enhances reception.

Leadership is more than directing tasks. It’s about creating a culture where every team member feels valued and motivated. Encouraging open communication and celebrating achievements are critical to fostering a positive environment. Simple gestures can significantly boost morale. Recognizing small wins and showing appreciation are two examples.

Anonymous feedback tools, like a suggestion box, can help. They create a safe space for team members to share ideas without fear of repercussions. Acting on this feedback shows your team that their input matters. It will further strengthen trust and collaboration.

Balancing delegation and oversight is an essential leadership skill. Clear guidance is important. But excessive micromanagement can stifle creativity and lower morale. A completely hands-off approach may cause misalignment and inefficiency.

Start by understanding the unique needs of each team member. Some may require more initial support, while others thrive with greater autonomy. Give your team the tools and training to succeed. Then, trust them to do their jobs. Regular check-ins can help maintain alignment without overstepping into micromanagement.

Leadership gaps can lead to disengagement, high turnover, and diminished patient care. To prevent this, ensure that your communication is clear. Empower team members to own their roles. Strong leadership inspires. It creates a positive work environment and improves the patient experience.

Invest in your team by providing leadership training and development opportunities. Workshops, coaching, or seminars can help. They can nurture future leaders and strengthen your practice’s leadership. Identifying and mentoring high-potential team members creates a robust pipeline of future leaders.

When introducing new initiatives, your attitude as a leader sets the tone. Approach changes with enthusiasm and confidence to inspire your team’s buy-in. A negative or uncertain demeanor can undermine the initiative right from the start. Energy and excitement are contagious. If your team sees your belief in a project, they’re likely to adopt the same mindset.

Modeling desired behaviors holds the same level of importance. Show empathy, professionalism, and dedication to set a positive example. Your actions will guide your team better than words alone. So, be punctual, positive, and committed to growth.

Leadership is not static; it requires ongoing learning and adaptation. Regular team huddles or meetings can help. They can review progress, tackle challenges, and make improvements. Use these opportunities to ask for feedback, check outcomes, and refine strategies. Consistent communication and iteration ensure that the practice continues to evolve and improve.

Celebrate milestones and recognize the contributions of individual team members. Small gestures of appreciation can boost morale and reinforce a culture of excellence. Valued team members are more likely to own their roles. They’ll then help the practice succeed.

Investing in your team’s leadership skills benefits the entire practice. Encourage team members to pursue growth. They can take leadership courses, join mentorship programs, or attend workshops. It may require a financial investment. But the long-term benefits far outweigh the costs. Empowered team members improve the practice. They also create a positive ripple effect in the organization.

Recognize that leadership development is an ongoing process. Conduct evaluations of your practice’s leadership structure at regular intervals. Find ways to improve it. Encourage a culture that embraces feedback and celebrates growth. These efforts will build a strong, united team that drives the practice forward.

In an orthodontic practice, leadership is more than management. It’s about inspiring, empowering, and creating a culture of growth and collaboration. Self-assess, tailor your communication, and develop your team. You can then create a place where both your team and patients thrive. Leadership is a journey of constant improvement. It’s worth the effort.

For more tips to improve your practice, listen to The GrowOrtho Podcast. Each episode has tips to help you lead with confidence and improve your practice. 

The post Unlocking Success: Must-have Leadership Strategies For Orthodontists appeared first on HIP Creative.

The GrowOrtho Podcast is dedicated to helping orthodontic professionals grow their practices, improve their systems, and navigate industry challenges. In this episode, we explore where the orthodontic industry has been in 2024 and how practices can set actionable, measurable goals for 2025 using the proven 12-Week Year model.

2024 presented unique challenges for orthodontic practices. Many experienced a dip in growth due to economic uncertainty, changing consumer behaviors, and a natural market correction following the surge of activity during the pandemic years. Practices observed several key trends:

These insights from 2024 provide a foundation for setting realistic, impactful goals for the year ahead.

To rebound and thrive in 2025, orthodontic practices must adopt a structured approach to goal setting. The 12-Week Year model, by Brian Moran and Michael Lennington, offers a powerful framework for breaking annual goals into actionable, manageable chunks.

1. Start With Specific And Measurable Goals

Focus on one to three high-impact objectives for each 12-week period. These goals should be tied to measurable outcomes, such as increasing case acceptance rates by a specific percentage or improving conversion rates for new patient consultations.

Example: Instead of a vague goal like “improve patient starts,” aim for “increase patient starts by 15% within the next 12 weeks by enhancing consultation processes.”

2. Break Goals Into Weekly And Daily Tasks

Success hinges on translating big goals into actionable steps. For instance:

Focusing on high-value activities, such as improving consultation scripts or refining follow-up protocols, ensures team members stay aligned and productive.

3. Measure Progress Consistently

Implement scorecards to track progress weekly. Strive for an 85% execution rate of planned tasks. Use missed targets as learning opportunities rather than setbacks, adjusting strategies as needed.

Pro Tip: Celebrate team successes, such as hitting weekly or monthly milestones, to maintain motivation and accountability.

4. Foster A Culture Of Accountability

Accountability isn’t about assigning blame but ensuring that every team member feels ownership of their contributions. Weekly check-ins provide a platform to evaluate progress, share feedback, and identify areas for improvement. For example:

The success of your 12-Week Year goals relies heavily on your team’s involvement. To maximize results:

With the economic uncertainty of 2024 behind us, 2025 presents an opportunity to reset and grow. Several positive trends include:

By focusing on these areas and leveraging the 12-Week Year framework, practices can position themselves for a successful year.

Transforming your practice’s challenges into growth opportunities starts with a clear plan and consistent execution. For more actionable insights and strategies, listen to the full GrowOrtho Podcast episode. Learn how to set meaningful goals, engage your team, and make 2025 your best year yet.

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Welcome back to the GrowOrtho Podcast, where we bring insightful conversations designed to help orthodontic practices thrive in today’s competitive market. In this latest episode, we dive into building a strong authority brand and creating meaningful connections with your audience. Whether you’re looking to enhance your practice’s visibility or implement actionable marketing strategies, this episode is packed with invaluable takeaways. Don’t miss a moment of this engaging discussion!

1. Start with Strategy, Not Tactics

2. The Power of Video in Building Trust

3. Optimize Your Social Profiles

Create a “Netflix experience” by organizing your content into binge-worthy playlists or series, making it easier for viewers to consume and connect with your brand.

Balance shareable and searchable content. While viral trends can bring visibility, evergreen content like “How to Choose the Right Retainer” builds long-term trust and authority.

5. Leverage the 7-11-4 Rule

6. Focus on Evergreen Platforms

7. Integrate Content with Paid Ads

This seamless integration ensures that your marketing dollars are spent effectively while nurturing leads through meaningful interactions.

8. Track and Optimize for Performance

Building an authority brand requires more than sporadic social media posts or flashy ads. It’s about creating a cohesive strategy that integrates content, trust-building, and engagement across multiple platforms. Start small: optimize your profiles, create a few high-impact videos, and gradually expand your efforts. Remember, the goal is to connect with your audience on a deeper level, fostering trust and loyalty that extends beyond the first consultation.

If you’re ready to take your practice’s branding and marketing strategy to the next level, don’t hesitate to connect with the experts. McBilly and Preston, featured in this episode, specialize in helping businesses like yours build authority brands that resonate with audiences and drive results.

Visit AuthorityBrand.com to learn more about their services, explore their success stories, and schedule a consultation. Whether you’re looking to optimize your content, create a trust funnel, or build meaningful connections with your audience, McBilly and Preston have the tools and expertise to help you succeed.

Take the first step toward transforming your practice today!

The newest episode of the GrowOrtho Podcast goes even deeper into these strategies, providing real-world examples and expert insights. If you’re serious about elevating your practice and connecting with your audience, this episode is a must-watch. Tune in to hear more actionable advice, and don’t forget to subscribe so you never miss an episode!

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On this episode of the GrowOrtho Podcast, hosts Zach Dykes and Dr. Brice Gilliam dive into one of the most challenging aspects of running an orthodontic practice: identifying and managing negative team dynamics. Together, they share actionable advice for tackling the problem of “bad apples” within a team—insights that can help improve workplace culture and drive practice success. Tune in to this eye-opening episode and learn strategies to enhance your team’s cohesion and productivity.

Negative dynamics within a team can harm morale, productivity, and patient experience. Dr. Brice emphasizes that identifying and addressing “bad apples” is a necessary, albeit difficult, task for leaders. Here are some behaviors to watch for:

Dr. Brice recommends paying attention to your gut feelings about a team member. If their presence consistently creates tension or discomfort, it may indicate a deeper problem.

Once you’ve identified problematic behaviors, swift and deliberate action is essential. Dr. Brice outlines a five-step process to address these issues effectively:

Prevention is just as important as addressing existing issues. Here’s how leaders can create a culture that discourages negative behaviors:

Dealing with team members who exhibit minor infractions, such as occasional tardiness, can be tricky. Dr. Brice suggests addressing these “small bruises” early, before they escalate into larger issues. He advises leaders to have private conversations with these team members to set expectations and outline steps for improvement. If the behavior persists, it may be necessary to make difficult decisions to protect the team’s overall wellbeing.

Both Zach and Dr. Brice emphasize the broader impact of addressing negative behaviors. When leaders take a firm but fair stance, it sends a clear message to the rest of the team: the practice values professionalism and mutual respect. Conversely, failing to address bad behavior can lead to a decline in team morale and a culture of complacency.

By addressing issues head-on and fostering a supportive environment, leaders can cultivate a team that thrives on collaboration and shared success. As Dr. Brice aptly put it, “No one person is bigger than the goal of the practice.”

If you’re ready to improve your team dynamics and create a healthier work environment, take the first step by applying these strategies in your practice. Address issues promptly, reinforce positive behaviors, and lead with clarity and consistency. Your team—and your patients—will thank you.

For more actionable tips and insights, listen to the full episode of the GrowOrtho Podcast. Let us know your thoughts and questions, and join us in building thriving orthodontic practices that benefit everyone involved.

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In this episode of the GrowOrtho Podcast, Dr. Brice Gilliam, owner of Elevation Orthodontics and a recipient of America’s Top Young Dentist award, joins host Zach Dykes to discuss effective marketing, team management, and community engagement. 

A common frustration for orthodontists is dealing with leads that seem unproductive. Dr. Gilliam reframes this issue, suggesting that there are no inherently “bad leads.” Instead, every lead is an opportunity.

Team burnout is a significant challenge in fast-paced orthodontic practices. Dr. Gilliam emphasizes the importance of putting the right people in the right roles.

Successful marketing starts with a clear understanding of your ideal patient. Dr. Gilliam suggests creating a detailed patient avatar to guide your efforts.

Marketing alone isn’t enough to grow a practice. Dr. Gilliam underscores the importance of engaging with your local community.

Economic fluctuations can impact patient decisions, particularly in practices that focus on adult patients or luxury services. Dr. Gilliam recommends offering flexible payment plans to make orthodontic care more accessible.

Your practice’s branding and patient experience should be consistent across all touchpoints, creating a seamless journey from first contact to post-treatment follow-up.

Online reviews and search engine visibility play a critical role in attracting new patients. Dr. Gilliam provides practical tips for strengthening your online presence.

Ultimately, the success of an orthodontic practice comes down to the perceived value of your services. Dr. Gilliam advises focusing on how treatment enhances patients’ lives.

The insights shared in this episode of the GrowOrtho Podcast offer a comprehensive roadmap for orthodontists looking to enhance their practices. From redefining leads and managing team roles to community involvement and leveraging reviews, these strategies are designed to help you grow sustainably in a competitive market.

Whether you’re a startup practice or a seasoned orthodontist, applying these principles can make a meaningful difference in your patient retention, team satisfaction, and overall success. For more valuable tips and discussions, tune in to the GrowOrtho Podcast and continue learning from industry leaders like Dr. Brice Gilliam.

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