Summary

In this episode of the High Performing Dental Team podcast, Dayna Johnson and Melinda Heryford discuss the challenges dental practices face, particularly around financial management and team dynamics. They introduce the concept of 'Switch It to Solve It,' a mindset shift that encourages practices to secure payments upfront rather than relying on post-treatment billing. The conversation emphasizes the importance of clarity, accountability, and the need for dental teams to adapt to new systems to ensure financial viability and enhance patient experience. Melinda shares practical strategies for implementing these changes and overcoming resistance within teams, ultimately aiming for a statementless practice that improves efficiency and profitability.

Takeaways

➡ Both hosts have extensive experience in the dental industry.

➡ Financial challenges are a common concern among dental practices.

➡ Switch It to Solve It is a mindset shift for securing payments upfront.

➡ Clarity in financial arrangements enhances patient experience.

➡ Resistance to change can be managed with strong leadership support.

➡ A statementless practice reduces administrative burdens.

➡ Team accountability is crucial for implementing new systems.

➡ Practices need to adapt to survive in a leaner financial environment.

➡ Providing incentives can motivate team members to embrace change.

➡ Regularly reviewing financial performance helps maintain accountability.

Chapters

00:00 Introduction to High Performing Dental Teams

02:53 Understanding Financial Challenges in Dental Practices

05:58 Switch It to Solve It: A New Mindset

08:56 Implementing Financial Arrangements Upfront

12:01 Overcoming Resistance to Change

15:08 The Importance of Clarity and Accountability

17:53 Creating a Statementless Practice

20:55 The Future of Dental Practices

24:00 Conclusion and Resources

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

In this conversation, Dayna Johnson emphasizes the critical importance of daily accounting routines in dental practices, focusing on the day sheet as a key tool for ensuring financial accuracy. She shares insights from her experiences in various offices, highlighting common pitfalls and the necessity of proper training and accountability within the team. The discussion also sets the stage for future topics on claims and billing accuracy, reinforcing the interconnectedness of these financial processes.

Takeaways

➡Daily accounting routines are essential for financial accuracy.

➡The day sheet helps identify mistakes in patient billing.

➡Proper training for staff is crucial to avoid errors.

➡Clinical notes must match the billing records to prevent issues.

➡Delegating tasks can help manage workload effectively.

➡Balancing the day sheet is a critical business function.

➡Accurate financial data supports better claims processing.

➡Regular audits of financial data can prevent discrepancies.

➡Implementing protocols can streamline office operations.

➡Support is available for practices needing help with financial management.

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

In this episode, Dayna Johnson discusses the essential daily accounting tasks that dental practices should implement to ensure accuracy and efficiency. She emphasizes the importance of balancing the day sheet, sending insurance claims promptly, managing provider allocations, and sending billing statements daily. By following these practices, dental teams can improve their financial accuracy and reduce stress in their operations.

Takeaways

➡Daily accounting tasks are crucial for accurate data.

➡Balancing the day sheet helps prevent missed procedures.

➡Claims must be sent out within 24 hours.

➡Provider allocations are important for accurate ledgers.

➡Daily billing statements streamline the billing process.

➡Using software like Dentrix can simplify accounting tasks.

➡Sending statements daily reduces workload and phone calls.

➡Accurate data leads to better reports and decision-making.

➡Team collaboration is key in managing daily tasks.

➡Investing in education can enhance practice efficiency.

Chapters

00:00 Introduction to the Dental Patient Journey Series

07:08 Sending Insurance Claims

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

In this episode, Dayna Johnson discusses the dental patient journey, focusing on the day of the visit. She emphasizes the importance of team communication through morning huddles, the check-in process for building relationships with patients, and the checkout process that includes treatment planning and financial consultations. The conversation highlights strategies for effective patient management and the integration of technology in dental practices.

Takeaways

➡Team communication is crucial for a successful patient visit.

➡Morning huddles should focus on patient needs, not just schedules.

➡Building relationships with patients enhances their experience.

➡Technology should be embraced and taught to patients.

➡Collecting payments on the day of service is essential.

Identifying obstacles in the schedule can improve efficiency.

➡Same-day treatment opportunities should be explored.

➡A treatment plan estimate should be prepared during checkout.

➡Understanding patient portions for future visits is important.

➡Regular team meetings can enhance practice performance.

Chapters

00:00 Introduction to the Dental Patient Journey

08:36 The Check-In Process: Building Relationships

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

In this podcast, Dayna Johnson discusses the importance of preparation in the dental patient journey, focusing on the pre-visit checklist. She emphasizes the need for dental teams to be well-prepared for patient visits to enhance efficiency, reduce stress, and build better relationships with patients. Key elements of the pre-visit checklist include insurance verification, patient forms, new patient welcomes, and confirmations. Dayna encourages practices to automate processes where possible and to create a culture of preparation to improve overall patient experience and practice efficiency.

Takeaways

➡Preparation saves time and reduces stress.

➡Focus on best case scenarios, not worst case.

➡Build your own pre-visit checklist.

➡Insurance verification is crucial before appointments.

➡Automate patient forms to enhance efficiency.

➡Send new patient welcomes to improve engagement.

➡Confirm appointments to reduce no-shows.

➡Keep credit card information updated for appointments.

➡Pre-med requirements should be verified with doctors.

➡ Review consent forms ahead of surgical procedures.

Chapters

00:00 Introduction to the Patient Journey Series

05:52 Building Your Pre-Visit Checklist

11:48 Key Elements of the Pre-Visit Checklist

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

In this conversation, Dayna Johnson shares her recent experiences and insights from her journey in the dental field, particularly focusing on the Dentrix software and the importance of user meetings. She emphasizes the significance of understanding the patient journey, from pre-visit preparations to post-visit follow-ups, and how automation can enhance efficiency in dental practices. Dayna encourages dental teams to transform their scramble time into preparation time to improve workflow and patient experience, ultimately leading to better profitability and reduced claim denials.

Takeaways:

➡️ The patient journey includes pre-visit, visit, and post-visit stages.

➡️ Automation is crucial for enhancing patient experience.

➡️ Preparation before the patient arrives is essential.

➡️ Scramble time can be transformed into preparation time.

➡️ Reducing claim denials can significantly improve practice profitability.

➡️ A pre-visit checklist can streamline patient intake.

➡️ Engaging with patients before their visit is vital.

➡️ Dayna encourages listeners to create their own checklists.

Chapters:

00:00 Introduction and Exciting Updates

05:46 The Importance of Pre-Visit Preparation

11:49 Transforming Scramble Time into Preparation Time

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

In this episode, Dayna Johnson discusses the importance of online tools and automation in dental practices. She shares statistics on scheduling efficiency, highlighting the time saved with online scheduling compared to phone calls. Dayna emphasizes the benefits of automation for both patients and dental teams, including reduced no-show rates and improved patient management. The conversation concludes with a focus on enhancing the overall patient experience throughout their journey with the practice.

Takeaways:

➡️Data-driven decisions are crucial for business success.

➡️Online scheduling significantly reduces appointment booking time.

➡️Offering online scheduling can increase patient engagement.

➡️Automation can reduce no-show rates by up to 25%.

➡️Automation streamlines patient information management.

➡️Patients can fill out forms digitally before their appointment.

➡️Automation saves time for dental teams.

➡️A positive patient experience is essential for practice growth.

➡️Understanding the patient journey is key to improving services.

Chapters:

00:00 Introduction to Online Tools and Automation

05:41 The Impact of Online Scheduling on Practice Efficiency

11:18 Automation in Patient Management and Experience

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

Dayna Johnson discusses the importance of integrating online tools in dental practices to enhance patient engagement and streamline operations. She presents compelling statistics on smartphone usage and patient preferences for online forms and scheduling, emphasizing the need for dental teams to adapt to these technological advancements. The conversation also explores the patient journey, highlighting how online booking can simplify appointment scheduling and improve overall patient experience.

Takeaways:

➡️Patients are increasingly seeking online tools for convenience.

➡️97% of the population has access to smartphones.

➡️83% of patients prefer to fill out forms before visits.

➡️76% of patients would choose providers offering online forms.

➡️Online scheduling familiarity is high among consumers.

➡️Patients often book appointments after hours.

➡️The patient journey begins with online searches.

➡️Appointment requests can lead to communication delays.

➡️Implementing online booking can enhance patient satisfaction.

➡️Adopting technology requires a mindset shift for dental teams.

Chapters:

00:00 Introduction to Online Tools for Dental Practices

01:46 Understanding Patient Behavior and Technology Adoption

10:30 The Patient Journey and Online Scheduling

17:12 Implementing Online Booking in Dental Practices

Book a call with Dayna if you are interested in learning more about this topic: https://calendly.com/dayna-johnson/discovery-call

In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews Jeff Gladnick from Great Dental Websites. They discuss the evolution of dental websites from simple brochures to comprehensive hubs for patient interaction.

Jeff shares insights on optimizing user experience, the importance of aligning branding with target audiences, and effective SEO strategies for attracting ideal patients. He emphasizes the necessity of content creation and the role of copywriting in engaging potential patients. The conversation concludes with practical tips for dental practices to enhance their online presence and patient acquisition strategies.

Takeaways:

➡️The evolution of dental websites has transformed them into interactive hubs.

➡️User experience is crucial for converting website visitors into patients.

➡️SEO strategies should align with the practice's branding and target audience.

➡️Content creation is essential for engaging potential patients.

➡️Copywriting must reflect the unique value proposition of the practice.

➡️Dental practices should utilize email newsletters for internal marketing.

➡️Understanding patient priorities can lead to better service offerings.

➡️Websites should be tested for user-friendliness from a patient's perspective.

➡️Aligning social media messaging with website content is vital.

➡️Continuous optimization and testing are key to improving conversion rates.

Chapters:

00:00 Introduction to Jeff Gladnick and His Journey

03:08 The Evolution of Dental Websites

05:58 Creating a Patient-Centric Website

09:03 Optimizing User Experience and Conversion Rates

11:59 Aligning Branding with Target Audience

14:58 SEO Strategies for Attracting Ideal Patients

18:01 The Importance of Content Creation

21:12 Final Tips and Best Practices

Reach out to Jeff at: https://www.greatdentalwebsites.com/

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In this conversation, Dayna Johnson discusses strategies for dental practices to boost production and patient engagement as they transition into the 4th quarter of the year. She emphasizes the importance of reaching out to patients with unscheduled treatments and unused insurance benefits, particularly as the year-end approaches. Dayna provides practical tips on utilizing practice management software and patient engagement tools to effectively communicate with patients and encourage them to schedule necessary treatments before their benefits expire.

Takeaways:

👉September is often blamed for low production, but it's a myth.

👉October is a crucial month for reaching out to patients.

👉Patients need to be informed about their unused benefits.

👉Regularly run reports to identify unscheduled treatments.

👉Educating patients about their insurance is essential.

👉Email campaigns should be conversational and straightforward.

👉Utilize patient engagement software for effective communication.

👉Traditional phone calls remain effective in patient outreach.

👉Create campaigns that inform patients of their benefits.

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