The High Performing Dental Team

In this episode, Dayna Johnson discusses the importance of cleaning up insurance records in Dentrix, a dental practice management software. She emphasizes the common challenges faced by dental teams regarding insurance management, including the frequent changes in patient insurance and the potential for duplicate entries. Dayna provides practical tips for effectively searching for insurance plans, maintaining consistency in naming conventions, and cleaning up duplicates to streamline the insurance database. She concludes by offering resources for further learning and support in mastering Dentrix.

Takeaways:

➡️Insurance management is a significant pain point for dental practices.

➡️Always perform at least three searches before adding a new insurance plan.

➡️Using group plan names can help differentiate between similar plans.

➡️Consistency in naming insurance carriers is crucial for database management.

➡️Joining plans can help eliminate duplicates in the insurance database.

➡️Mark inactive plans with Z's to avoid confusion.

➡️Purging insurance plans can help clean up the database but may lose historical data.

➡️Maintaining a history of claims is important for reference.

➡️Resources are available for deeper learning about Dentrix.

➡️Support is available for practices looking to improve their efficiency.

Chapters:

00:00 Introduction to Dentrix Fall Cleanup Series

01:27 Navigating Insurance Challenges

10:07 Cleaning Up Insurance Duplicates

16:20 Conclusion and Further Resources

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

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In this conversation, Dayna Johnson and Cheryl McKenna discuss the topic of passing on credit card fees to patients in dental practices. They explore the history and recent growth of this practice, the potential financial implications for both the practice and the credit card processor, and the rules and compliance requirements for implementing fee passing programs. They emphasize the importance of considering the impact on patient satisfaction and the potential for negative reviews.

Takeaways:

👉Passing on credit card fees to patients has been a growing trend in dental practices, driven by marketing messages from merchant service providers.

👉There are two types of fee passing programs: cash discount and surcharge. Cash discount involves raising all prices and offering a discount for cash, while surcharge allows passing fees to credit card payments but not debit card payments.

👉Compliance with rules and regulations is crucial for practices implementing fee passing programs, as violations can result in fines and even being blacklisted by card brands.

👉Practices should carefully consider the impact on patient satisfaction and the potential for negative reviews before implementing fee passing programs.

👉Working with a merchant advocate can help practices identify and reduce unnecessary fees on their credit card statements, improving profitability without passing on fees to patients.

Chapters:

00:00 Introduction and Background

01:04 The Growing Trend of Passing on Credit Card Fees

06:09 Understanding Cash Discount and Surcharge Programs

11:04 Compliance and Rules for Fee Passing Programs

18:24 Considering Patient Satisfaction and Negative Reviews

21:12 Reducing Unnecessary Fees and Improving Profitability

Contact Cheryl McKenna: [email protected]

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In this episode, Dayna Johnson discusses how to clean up duplicate medications, medical conditions, and allergies in the health history module of Dentrix. She explains that the only way to delete a medication or medical condition is if it is not attached to a patient, otherwise, it needs to be inactivated. Dayna also highlights the common causes of duplicate entries, such as syncing data from Dentrix questionnaires and not properly checking for existing entries. She emphasizes the importance of training the team to prevent these issues and suggests dedicating time to regularly clean up the lists.

Takeaways:

➡️To clean up duplicate medications, medical conditions, and allergies in Dentrix, inactivate the entries that are attached to patients but remove them from the active list.

➡️The health history module in Dentrix does not allow for replacements, so if you want to change a medical condition, you need to manually remove the old one and add the new one.

➡️The most common cause of duplicate entries is syncing data from Dentrix questionnaires without proper training, resulting in misspelled or duplicate entries.

➡️To prevent duplicate entries, train your team on how to properly sync data from Dentrix questionnaires and encourage them to check for existing entries before adding new ones.

➡️Regularly dedicate time to clean up the health history module to ensure accurate and up-to-date data.

Chapters:

00:00 Introduction and Overview

00:57 Cleaning Up Duplicate Medications

03:45 Inactivating Medications and Patient Reported Medications

06:14 Cleaning Up Duplicate Medical Conditions

08:26 The Impact of Dentrix Questionnaires

10:51 Preventing Duplicate Entries

12:42 Conclusion and Next Steps

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

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In this episode, Dayna Johnson continues her series on fall cleanup in dental practices. She discusses the importance of cleaning up definitions, specifically adjustment types, payment types, and billing types. She explains how to remove unnecessary adjustment types and payment types, and the impact it has on the patient ledger history. Dayna also emphasizes the need for clear and specific adjustment types to facilitate better financial analysis. She encourages listeners to clean up their lists and provides realistic expectations for the time and effort involved.

Takeaways:

➡️Cleaning up definitions in dental practice software is an important part of fall cleanup.

➡️Unnecessary adjustment types and payment types should be removed to keep the list clean and manageable.

➡️Changing definitions will impact the patient ledger history, so it's important to be aware of the changes.

➡️Clear and specific adjustment types facilitate better financial analysis.

➡️Cleaning up billing types is also important for categorizing patients.

Chapters:

00:00 Introduction to Fall Cleanup in Dental Practices

02:01 Cleaning Up Adjustment Types and Payment Types

03:28 Impact of Changing Definitions on Patient Ledger History

09:52 Cleaning Up Adjustment Types and Payment Types (Continued)

12:10 The Importance of Clear and Specific Adjustment Types

14:36 Cleaning Up Billing Types for Categorizing Patients

16:51 Conclusion and Call to Action

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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 cleaning up and maintaining accurate data in Dentrix. She focuses on inactivating providers and team members and explains the process and implications of doing so. Dayna provides tips and recommendations for replacing providers and team members, and highlights the importance of the primary provider field in reports and searches. She also mentions the need to have all computers out of Dentrix when inactivating team members. Overall, this episode serves as a guide for dental teams on what this process entails.

Takeaways:

➡️Maintaining accurate and up-to-date data in Dentrix is crucial for dental practices.

➡️Inactivating providers and team members helps clean up the database and improve efficiency.

➡️When inactivating providers, it is important to replace them with another provider to ensure future appointments and treatment plans are properly assigned.

➡️The primary provider field in Dentrix is significant for filtering reports and searches.

➡️Inactivating team members requires all computers to be out of Dentrix, and it is recommended to replace them with another team member.

➡️Inactivating providers and team members does not change anything in the history of the database.

Chapters:

00:00 Introduction: Importance of Clean Data in Dentrix

02:24 Chapter 1: Fall Cleanup - Inactivating Providers and Team Members

03:23 Chapter 2: Important Considerations when Inactivating Providers

07:10 Chapter 3: Replacing Providers and Team Members

09:30 Chapter 4: The Significance of the Primary Provider Field

17:32 Chapter 5: Managing Accounts Receivable and Time Clock

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

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Hey there, friends! Today, I want to dive into a critical topic for dental practices—how to boost your cash flow. The reason I’m bringing this up is that I’ve had my fourth call this year from a dental practice where the doctor isn’t getting paid. Just last week, I got a call from a doctor’s wife. She was at home, juggling four kids, and trying to help with the practice’s accounts receivable because they were struggling so much that her husband wasn’t going to receive a paycheck. It’s a situation that no practice owner should ever be in. The person who’s dedicated their life to caring for patients shouldn’t be the one left without pay. It’s simply unacceptable.

Chapters:

00:00 Introduction: Concerns about Doctors Not Receiving Paychecks

03:20 Chapter 1: Collecting Money on the Day of Service

07:09 Chapter 2: Improving Cash Flow with Daily Billing Statements

11:29 Chapter 3: Getting Paid Faster with Electronic Claims

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

Download free tip sheet: https://membership.novonee.com/increase-cash-flow

In this conversation, Dayna Johnson discusses the importance of reviewing practice numbers and goals at the end of the month. She emphasizes the need to track production goals, new patient goals, patient retention goals, and case acceptance goals. Dayna recommends using the Practice Advisor report in Dentrix to review practice numbers and benchmarks. She also highlights the significance of data-driven decision-making and suggests seeking additional resources and training to optimize software and improve team performance.

Chapters

00:00 Introduction and Overview

03:49 Reviewing Last Month's Performance

07:28 Using the Practice Advisor Report

11:17 Setting Benchmarks and Goals

14:08 Improving Below-Benchmark Numbers

16:00 Conclusion and Next Steps

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

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Setting goals, monitoring progress, and having a team process are essential for running a successful dental practice. Goals provide direction and help achieve a thriving and profitable business. They enable the practice to provide better patient care, offer competitive advantages for hiring and retaining team members, and afford additional benefits.

While goal setting requires effort, it is necessary for success. Monitoring goals can be done through the appointment book, daily huddle reports, and Dentrix Reports module. Tracking and forecasting production goals are crucial for managing and running a small business.

Takeaways:

➡️ Setting goals and monitoring progress are essential for running a successful dental practice.

➡️ Goals provide direction and help achieve a thriving and profitable business.

➡️ Monitoring goals can be done through the appointment book, daily huddle reports, and Dentrix Reports module.

➡️ Tracking and forecasting production goals are crucial for managing and running a small business.

Chapters:

00:00 The Importance of Setting Goals and Monitoring Progress

02:54 How Goals Drive Success and Profitability

04:44 Tools for Monitoring and Tracking Production Goals

11:26 The Role of Goals in Managing and Running a Small Business

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In this conversation, Dayna Johnson discusses the importance of setting goals for a dental practice and how to enter those goals into Dentrix. She emphasizes the need for a productive schedule and daily production goals for each provider. Johnson explains that goals should be based on overhead and total compensation, and that they should be entered into the computer for tracking and analysis. She also highlights the benefits of forecasting and strategic scheduling to help reach practice goals.

Takeaways:

👉 Learn why setting goals is essential for a productive and profitable dental practice.

👉 Discover how to create goals based on overhead and total compensation.

👉 Find out why goals should be entered into the computer for tracking and analysis.

👉 Identify a plan for forecasting and strategic scheduling to reach practice goals.

Chapters:

00:00 Developing a Roadmap for the Appointment Book

03:20 Setting Goals Based on Overhead

07:30 Aligning Goals with Desired Lifestyle and Team Benefits

10:49 Considering Total Compensation in Goal Setting

13:41 Entering Goals into Dentrix for Tracking

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

Download a total compensation worksheet from Bent Ericksen & Associates here: https://membership.novonee.com/bent_ericksen

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"There is a hierarchy in setting up your Dentrix appointment book. It is important both for the visual aspect and also getting accurate data analytics" ~ Dayna Johnson, Dentrix trainer and workflow expert.

In this conversation, Dayna Johnson discusses the importance of mapping out your schedule in order to give your team a roadmap for success. She explains how to set up your appointment book in Dentrix to ensure accurate analytics and visual aspects. Dayna goes through the hierarchy of appointment book setup, including global default settings, practice schedule, provider setup, and operatory setup. She also discusses workstation-specific settings, such as views. By properly setting up your appointment book, you can make data-driven decisions and improve the efficiency of your practice.

Chapters 👇

00:00 Mapping Out Your Schedule for Success

02:53 The Hierarchy of Appointment Book Setup

05:36 Importance of Accurate Appointment Book Setup for Analytics

11:23 Visual Aspects of Appointment Columns and Treatment Rooms

15:14 Workstation-Specific Setup: Views

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