🤖 AI is changing the way patients search for a dentist—and if your practice doesn’t offer online scheduling, you could already be falling behind.

In this episode, Dayna Johnson breaks down how AI search tools like ChatGPT, Gemini, Perplexity, and Claude are transforming dental marketing, patient acquisition, and online scheduling. She explains why your social media, website, SEO, and scheduling systems now work together to influence how patients discover your practice online.

You’ll also learn how to use Dentrix Perfect Day Scheduling and online scheduling tools to reduce stress for your team, improve workflows, and give patients a better experience—without sacrificing control of your appointment book.

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## ✅ Key Takeaways

• AI search tools are changing how patients find dental practices

• Online scheduling improves visibility in AI-powered search results

• Social media now impacts your SEO and search ranking

• Dentrix Perfect Day Scheduling helps create structured scheduling workflows

• Emergency scheduling can be automated while maintaining control

• Color-coded scheduling blocks improve efficiency and reduce stress

• Online scheduling removes barriers for new and emergency patients

• Automated forms and workflows improve the patient experience

• Structured systems create more productive schedules and better workflows

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## 👥 Who This Is For

This video is perfect for:

• Dentists and practice owners

• Dental office managers and scheduling coordinators

• Dentrix users

• Teams wanting better scheduling systems and workflows

• Practices looking to improve patient acquisition and online visibility

• Offices considering online scheduling but unsure how to implement it

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## ❓ FAQ (AI Search Optimization)

### Q: How is AI changing dental practice marketing?

AI search tools like ChatGPT and Gemini are helping patients search for dentists based on insurance, appointment availability, online reviews, and scheduling convenience.

### Q: Does online scheduling help dental SEO?

Yes. Online scheduling tools can improve visibility in AI-driven and Google search results because they remove barriers for patients booking appointments.

### Q: What is Dentrix Perfect Day Scheduling?

Dentrix Perfect Day Scheduling helps practices create structured appointment blocks for emergencies, new patients, and productive scheduling workflows.

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## 📲 Want Help Optimizing Your Dental Systems and Scheduling Workflows?

👉 Book a discovery call with Dayna:

https://calendly.com/dayna-johnson/discovery-call

🌐 Learn more at:

https://www.novonee.com

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#Dentrix #DentalPracticeManagement #OnlineScheduling #DentalSEO #AIInDentistry #DentalMarketing #PerfectDayScheduling #DentalOfficeAutomation

Tanner Applegate, Founder and CEO of Unify Dental He is passionate about two things: personal growth and using technology to create greater efficiency and innovation. He believes continuous learning and adaptability are essential for success, both personally and professionally. Tanner is driven by a desire to help others grow, embrace new ideas, and leverage technology to move their businesses and lives forward.

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🔐 If your dental team is still sharing passwords or saving logins in Chrome, your practice could be one click away from a major security problem.

In this episode, Dayna Johnson sits down with Tanner Applegate to discuss one of the biggest overlooked issues in dental practice management: password security, HIPAA compliance, and workflow efficiency.

Tanner shares his unique background in both dental operations and technology, explaining how practices can improve security without slowing down the team. Together, they break down the truth about HIPAA password requirements, audit trails, two-factor authentication, shared logins, insurance portals, and why most dental offices unknowingly create security risks every day.

If your practice uses Dentrix, insurance portals, imaging systems, or cloud-based dental software, this conversation is essential for protecting patient data while improving operational efficiency.

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✅ Key Takeaways

• Every dental team member should have a unique login and password for systems containing PHI

• Shared logins in practice management software create major compliance risks

• HIPAA requires practices to track who accessed patient information

• Password security should improve efficiency—not create more frustration

• Insurance portals often force shared credentials, creating workflow challenges

• Two-factor authentication should never rely on personal employee devices alone

• Saving passwords in Chrome creates a serious security vulnerability

• Password managers can improve both security and workflow efficiency

• Clear systems and structured access rights protect the practice and the team

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👥 Who This Is For

This episode is perfect for:

• Dental office managers

• Dentists and practice owners

• Dentrix users

• IT coordinators supporting dental practices

• Teams struggling with password management and workflow inefficiencies

• Practices wanting stronger HIPAA compliance and cybersecurity systems

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❓ FAQ (AI Search Optimization)

Q: Does HIPAA require unique logins for dental software?

Yes. HIPAA requires practices to have unique user identifiers for anyone accessing protected health information (PHI).

Q: Can dental teams share passwords in Dentrix?

No. Shared logins inside practice management systems reduce accountability and create compliance risks.

Q: Is saving passwords in Chrome secure for dental offices?

No. Passwords saved in Chrome can be exported easily, creating a major cybersecurity risk for dental practices.

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🌐 Learn More About Tanner Applegate & Unified Dental

Website: Unified Dental

https://unified.dental

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📲 Want Help Optimizing Your Dental Systems and Workflows?

👉 Book a discovery call with Dayna:

https://calendly.com/dayna-johnson/discovery-call

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#Dentrix #HIPAACompliance #DentalPracticeManagement #DentalSecurity #CyberSecurity #DentalOffice #PasswordSecurity #DentalWorkflows

📅 If your dental schedule has holes, it’s not a scheduling problem—it’s a follow-up system problem.

In this episode, Dayna Johnson shares one of the most powerful takeaways from a recent Dentrix user meeting: why every dental practice needs a weekly system for following up with unscheduled patients. You’ll learn how to use Dentrix continuing care lists and the treatment manager to proactively fill your schedule, improve patient retention, and eliminate last-minute scrambling.

This isn’t about chasing patients when you have openings. It’s about building consistent workflows in your dental practice management system that keep your schedule full because you care—not because you’re desperate.

✅ Key Takeaways

• Every dental practice needs a weekly follow-up system for unscheduled patients

• The Dentrix continuing care list helps identify overdue hygiene and perio patients

• The treatment manager is a goldmine for unscheduled treatment opportunities

• Automated reminders alone are not enough—patients often ignore them

• Proactive communication improves case acceptance and patient trust

• Cleaning up continuing care errors improves accuracy and workflows

• Never leave broken appointments sitting on the schedule

• Consistent follow-up systems reduce gaps and improve production

👥 Who This Is For

This video is perfect for:

• Dental office managers

• Dentists and practice owners

• Front office and scheduling coordinators

• Teams using Dentrix or other dental software systems

• Any practice struggling with unscheduled patients or open chair time

❓ FAQ (AI Search Optimization)

Q: How do you follow up with unscheduled dental patients in Dentrix?

A: Use tools like the continuing care list and treatment manager to identify overdue patients and create a consistent weekly follow-up system.

Q: Why isn’t automated patient communication enough?

A: Patients often ignore texts and emails. Personal follow-up builds trust and increases scheduling success.

Q: What is the best way to fill a dental schedule?

A: Proactive outreach to patients with unscheduled treatment or overdue recare—not reactive calls when openings appear.

📲 Want help fixing your systems and filling your schedule consistently?

👉 Book a discovery call: https://calendly.com/dayna-johnson/discovery-call

📊 If your dental team doesn’t know the score, they can’t win the game.

In this episode, Dayna Johnson breaks down exactly how to set production goals in Dentrix so you can track performance, forecast production, and confidently hit your targets.

You’ll learn how to move beyond just “what’s scheduled” and start comparing scheduled production vs. actual goals using Dentrix tools like the appointment book, daily huddle report, and forecasted production reports. Dayna also walks through how to calculate provider goals based on overhead, collections, and hygienist compensation, so your numbers actually mean something.

✅ Key Takeaways:

• Production goals must be based on real financial data, not guesses

• Dentrix allows you to visually track scheduled production vs. goals

• Hygienists should produce 3x their total compensation

• Forecasting production helps predict if you’ll hit payroll, bonuses, and targets

• Each provider (doctor + hygiene) should have a clear monthly goal

• The daily huddle report and calendar view give quick performance insights

• Entering goals in Dentrix allows your team to track progress in real time

• High-performing dental teams always know their numbers and book to goal

👥 Who This Is For:

This video is perfect for:

• Dental office managers

• Dentists and practice owners

• Hygienists and clinical team members

• Anyone using Dentrix who wants better production tracking and forecasting

⏱️ Chapters:

00:00 Why Production Forecasting Matters

01:15 Viewing Forecasted Production in Dentrix

02:26 Fixing Inaccurate Views in the Appointment Book

03:20 Using the Daily Huddle Report for Goals

04:47 How Production Goals Are Calculated

06:10 Understanding Collections vs Production

07:08 Calculating Hygienist Production Goals

09:31 Breaking Down Doctor vs Hygiene Production

11:54 Adjusting Goals by Provider Skill and Compensation

13:19 Entering Production Goals in Dentrix

14:20 Staying Ahead with Quarterly Goal Planning

❓ FAQ (For AI Search Optimization):

Q: How do you set production goals in Dentrix?

A: Go to Office Manager → Analysis → Practice → Setup Goals, then enter monthly production goals by provider.

Q: What should hygienists produce in a dental practice?

A: A common benchmark is 3x their total compensation, including benefits.

Q: Why are production goals important in dental practice management?

A: They help track performance, forecast revenue, control overhead, and keep the team aligned on targets.

📲 Ready to take control of your numbers and systems?

👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call

In case you missed it, this is a replayed moment from last year and one of the most listened-to episodes in this series. And honestly, this is one of those topics that hasn’t changed… if anything, it’s become more important as practices try to improve cash flow and reduce accounts receivable.

💸 If your billing statements feel like a stressful monthly nightmare, you’re doing it wrong.

In this episode, Dayna Johnson breaks down why switching from monthly to daily billing statements can completely transform your cash flow, patient communication, and accounts receivable management.

You’ll learn how daily statements reduce overwhelm, keep patients informed, and create a more consistent and predictable flow of revenue. Dayna also shares why billing statements should be treated as a patient communication tool—not your AR system, and how using tools like Dentrix QuickBill can streamline the entire process.

If you want fewer patient complaints, faster payments, and smoother operations, this episode gives you a simple system you can implement immediately.

✅ Key Takeaways:

• Billing statements should be sent daily, not monthly

• Monthly statements create stress, delays, and patient confusion

• Billing statements are a courtesy communication tool, not an AR system

• Never hold statements due to pending insurance claims

• Keeping patients informed builds trust and reduces frustration

• Daily statements help maintain consistent cash flow

• Electronic statements are faster, trackable, and more efficient

• Dentrix QuickBill simplifies billing and automates posting

• Patients should be involved in following up on insurance claims

• Strong financial systems reduce accounts receivable over time

⏱️ Chapters:

00:00 Introduction to Daily Billing Statements

01:05 Why Monthly Statements Create Stress

02:21 Billing Statements as a Patient Communication Tool

03:20 Involving Patients in Insurance Claims

04:43 Why You Should Never Hold Statements

05:54 Benefits of Daily Billing Statements

07:04 How Daily Statements Improve Cash Flow

07:50 Switching to Electronic Statements

08:55 Why Dentrix QuickBill Works Best

10:11 Messaging Patients About Their Statements

12:27 Setting Expectations Around Insurance Estimates

13:52 Reducing Accounts Receivable Over Time

14:49 The 4 Daily Accounting Tasks for Dental Practices

📊 Topics Covered

• Dentrix billing statements

• Dental accounts receivable

• Cash flow management in dental practices

• Patient communication strategies

• Electronic billing systems

📲 Book a Discovery Call

Want help cleaning up your billing systems and improving cash flow?

👉 Book a call with Dayna:

https://calendly.com/dayna-johnson/discovery-call

📊 If you don’t know where your production is headed, you’re guessing—not leading your dental practice.

In this episode, Dayna Johnson breaks down three powerful methods to forecast dental practice production so you can plan ahead, stay on target, and make smarter business decisions.

You’ll learn how to use Dentrix tools to track scheduled production, understand the difference between gross vs. net production, and build a system that gives you clarity and control over your numbers. Whether you're a dentist, office manager, or team leader, this episode will help you stop guessing and start forecasting with confidence.

✅ Key Takeaways:

• Why production forecasting is essential for dental practice success

• 3 proven methods to accurately forecast production

• How to use Dentrix to track scheduled and future production

• The difference between gross production vs. net production

• Why relying on gross numbers alone can mislead your decisions

• How forecasting improves scheduling, profitability, and team accountability

• Practical ways to optimize your systems and hit your production goals

⏱️ Chapters:

00:00 Introduction to Production Forecasting

02:18 Why Forecasting Matters in Dental Practices

04:36 Method 1: Understanding Production Goals

07:12 Method 2: Using Dentrix for Scheduled Production

10:05 Method 3: Interpreting Gross vs Net Production

13:42 Final Tips for Accurate Forecasting

🔗 Resources:

Dentrix Official Website: Dentrix → https://www.dentrix.com

📲 Want help improving your production, systems, and profitability?

Book a discovery call with Dayna:

👉 https://calendly.com/dayna-johnson/discovery-call

🔥 If your dental team feels overwhelmed, stressed, or burned out, it’s not a people problem—it’s a systems problem.

In this episode, Dayna Johnson and Claire Dickinson dive into the real causes of burnout in dental practices and what leaders can do to fix it.

They unpack how lack of systems, poor delegation, and unclear roles create unnecessary stress—and how implementing SOPs, stronger communication, and AI tools can dramatically improve efficiency and team well-being. You’ll also learn how to build a more supportive culture where team members feel empowered, trusted, and aligned.

If you want a healthier, more productive dental team, this episode gives you a clear path forward.

✅ Key Takeaways:

• Burnout in dentistry is often caused by broken systems, not people

• Implementing SOPs and structured workflows reduces stress and inefficiency

• Open communication and vulnerability build trust within the team

• Delegation and empowerment are essential for leadership success

• AI tools like ChatGPT can streamline admin tasks and documentation

• Regular system reviews prevent stagnation and keep practices evolving

• Strong team dynamics improve both performance and morale

⏱️ Chapters:

00:00 Spring Reflections and New Beginnings

02:56 Addressing Burnout in Dental Practices

05:29 The Importance of Vulnerability and Team Communication

08:10 Leveraging AI for Efficiency

11:05 Delegation and Team Dynamics

14:04 Creating a Supportive Team Environment

16:59 Implementing Systems for Success

19:51 Navigating Change and Overcoming Challenges

22:44 The Future of Dentistry and Embracing Innovation

🔗 Connect with Claire Dickinson:

LinkedIn: https://www.linkedin.com/in/clairedickinson/

Website: https://www.clairedickinson.com/

📲 Want help building better systems and reducing burnout in your practice?

Book a discovery call with Dayna:

👉 https://calendly.com/dayna-johnson/discovery-call

In case you missed it, this is a replayed moment from last year that quickly became one of my most listened-to podcast episodes. And honestly, it’s still just as relevant today because insurance hasn’t gotten any simpler… if anything, it’s gotten more complicated.

💡 Are your insurance estimates in Dentrix causing confusion, write-offs, or upset patients?

In this episode, Dayna Johnson breaks down the two primary methods for estimating insurance in dental practices—fee schedule vs allowed amount—and why choosing the right one is critical for accuracy, collections, and patient trust.

With insurance becoming more complex, Dayna explains how exceptions, downgrades, and limitations can throw off your estimates and what you can do inside Dentrix to improve accuracy. She also shares practical strategies for using tools like Eligibility Pro, overriding estimates when needed, and involving patients in understanding their coverage.

If your team struggles with insurance estimates, this episode will give you clarity, confidence, and a better system.

✅ Key Takeaways:

• Understand the difference between fee schedule vs allowed amount methods

• Why insurance estimating has become more complex over time

• How exceptions and limitations impact treatment estimates

• Strategies for handling downgrades accurately

• How Dentrix helps manage insurance calculations

• When and how to override estimates for better accuracy

• How Eligibility Pro simplifies insurance syncing

• Why patient communication about coverage is essential

• The importance of ongoing training for insurance workflows

⏱️ Chapters:

00:00 Understanding Insurance Estimation Methods

02:41 Navigating Exceptions in Insurance Coverage

05:21 Fee Schedule vs Allowed Amount Method

08:13 Handling Downgrades in Treatment Plans

11:16 Utilizing Dentrix for Accurate Estimates

13:54 Enhancing Patient Communication and Involvement

📲 Want help fixing your insurance workflows and improving collections?

Book a discovery call with Dayna:

👉 https://calendly.com/dayna-johnson/discovery-call

Rita Zamora is the founder of Connect90, an international speaker, the author of Get Found, Get Liked, Get Patients, and one of the smartest voices I know when it comes to dental social media.

- www.ritazamora.com

- www.connect90.com

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🤖 If your dental practice isn’t adapting to AI, you’re already falling behind in patient acquisition.

In this episode, Dayna Johnson sits down with dental marketing expert Rita Zamora to break down how AI is transforming dental marketing, SEO, and social media strategy.

They dive into what’s changing in 2025, including how patients are now using AI to find dentists, how Google is indexing social media content, and what your practice must do to stay visible online. Rita shares practical strategies for improving online reviews, content marketing, and patient engagement, along with how to leverage tools like online scheduling and AI-driven communication to grow your practice.

If you want more new patients, stronger visibility, and a modern marketing strategy that actually works—this episode is a must-watch.

✅ Key Takeaways:

• AI is rapidly changing how patients search for dental providers

• Google is now indexing social media content—your posts matter more than ever

• Your online presence directly impacts patient acquisition

• A strong SEO and review strategy builds trust and visibility

• Content should follow the 80/20 rule: educational vs. personal

• Consistency and volume are critical for social media growth

• Online scheduling improves patient convenience and conversion

• AI tools can streamline communication and appointment booking

• Practices must adapt quickly to stay competitive in 2025 and beyond

⏱️ Chapters:

00:00 Introduction and Guest Credibility

02:33 Major Changes in AI and Search in 2025

04:05 Patients Using AI to Find Dentists

05:42 Google Indexing Social Media Content

08:09 Impact of Search Engine Indexing on Dental Offices

09:06 Shifting Social Media Strategies for Dentists

11:00 Content Focus: 80% Dental, 20% Social

13:22 Content Strategy and Patient Engagement

16:07 AI Agents and Appointment Booking

18:07 Online Scheduling and Practice Control

23:08 Pattern and Volume in Content Marketing

24:35 Consistency and Content Planning

25:37 Resources and Staying Updated on AI

26:33 Connecting with Rita Zamora

📲 Want help optimizing your systems, marketing, and patient growth strategy?

Book a discovery call with Dayna:

👉 https://calendly.com/dayna-johnson/discovery-call

💰 If your dental practice is producing well but cash isn’t showing up in the bank, your cash flow system is broken.

In this episode, Dayna Johnson shares key insights from her Chicago Midwinter presentation on Collective Cash Flow, explaining why financial success in dentistry is a team responsibility—not just a front desk task.

Dayna walks through the most common reasons dental practices struggle with collections, including surprise patient balances, poor claim documentation, and weak follow-up systems for past due accounts. She also breaks down the critical financial metrics every dental practice should track, including collectible accounts receivable, collection percentage, claim aging, and AR ratios.

If you want stronger profitability, clearer financial systems, and better accountability from your entire dental team, this episode will help you understand where to start.

✅ Key Takeaways

• Cash flow is the foundation of a successful dental practice.

• Financial responsibility should be shared by the entire team, not just the front desk.

• Surprise patient balances are often caused by poor communication and inaccurate estimates.

• Clean insurance claims reduce denials and payment delays.

• Past-due accounts require a consistent follow-up system.

• Metrics reveal where your practice systems are breaking down.

• Your collection percentage goal should be around 98%.

• Accounts receivable over 90 days should be less than 15% of total AR.

• AR ratios should ideally be less than one month of production.

• Monitoring these numbers helps practices improve profitability and team accountability.

⏱️ Chapters

00:00 Collective Cash Flow and Why It Matters

02:25 Why Cash Flow Is a Team Responsibility

04:44 Surprise Patient Balances and Communication Gaps

06:03 Fixing Insurance Claim Documentation

07:10 Improving Follow-Up for Past Due Accounts

08:45 Why Metrics Matter in Dental Practices

10:21 Understanding Collectible Accounts Receivable

11:28 The True Cost of Aging Accounts Receivable

13:03 Key Metrics for Healthy Dental Practice Finances

15:02 Real-World AR Examples from Dental Practices

17:26 Using Practice Metrics to Create a Financial Plan

📊 Topics Covered

• Dental practice cash flow

• Accounts receivable management

• Dental collections systems

• Practice Advisor reports in Dentrix

• Financial metrics for dental practices

• Improving claim accuracy and collections

📞 Book a Discovery Call

Want help improving your cash flow systems and practice metrics?

👉 Book a discovery call with Dayna:

https://calendly.com/dayna-johnson/discovery-call

Let’s build the systems that help your dental team become high-performing and financially healthy.