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The High Performing Dental Team
By Dayna JohnsonEducation
The High Performing Dental Team episodes
- #206 Best takeaway from Friday's Dentrix User Meeting📅 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 ForThis 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-call14 min
- #205 Adding Production Goals into Dentrix📊 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 Matters01:15 Viewing Forecasted Production in Dentrix02:26 Fixing Inaccurate Views in the Appointment Book03:20 Using the Daily Huddle Report for Goals04:47 How Production Goals Are Calculated06:10 Understanding Collections vs Production07:08 Calculating Hygienist Production Goals09:31 Breaking Down Doctor vs Hygiene Production11:54 Adjusting Goals by Provider Skill and Compensation13:19 Entering Production Goals in Dentrix14:20 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-call17 min
- #204 Most replayed moment from last year: Why Sending Daily Billing Statements in Dentrix Will Save You a Ton of HeadachesIn 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 Statements01:05 Why Monthly Statements Create Stress02:21 Billing Statements as a Patient Communication Tool03:20 Involving Patients in Insurance Claims04:43 Why You Should Never Hold Statements05:54 Benefits of Daily Billing Statements07:04 How Daily Statements Improve Cash Flow07:50 Switching to Electronic Statements08:55 Why Dentrix QuickBill Works Best10:11 Messaging Patients About Their Statements12:27 Setting Expectations Around Insurance Estimates13:52 Reducing Accounts Receivable Over Time14:49 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 CallWant help cleaning up your billing systems and improving cash flow?👉 Book a call with Dayna:https://calendly.com/dayna-johnson/discovery-call16 min
- #203 3 Ways to see Forecasted Production in Dentrix📊 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 Forecasting02:18 Why Forecasting Matters in Dental Practices04:36 Method 1: Understanding Production Goals07:12 Method 2: Using Dentrix for Scheduled Production10:05 Method 3: Interpreting Gross vs Net Production13:42 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-call13 min
- #202 Interview with Claire Dickinson - kick off 2nd quarter🔥 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 Beginnings02:56 Addressing Burnout in Dental Practices05:29 The Importance of Vulnerability and Team Communication08:10 Leveraging AI for Efficiency11:05 Delegation and Team Dynamics14:04 Creating a Supportive Team Environment16:59 Implementing Systems for Success19:51 Navigating Change and Overcoming Challenges22:44 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-call28 min
- #201 most replayed moment from last year: How to Handle Downgrades and Get More Accurate Patient EstimatesIn 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 Methods02:41 Navigating Exceptions in Insurance Coverage05:21 Fee Schedule vs Allowed Amount Method08:13 Handling Downgrades in Treatment Plans11:16 Utilizing Dentrix for Accurate Estimates13:54 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-call19 min
- #200 How AI is Changing the Way Dental Practices Get Found with Rita ZamoraRita 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-----------------------------------------------------------------------------------------------------🤖 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 Credibility02:33 Major Changes in AI and Search in 202504:05 Patients Using AI to Find Dentists05:42 Google Indexing Social Media Content08:09 Impact of Search Engine Indexing on Dental Offices09:06 Shifting Social Media Strategies for Dentists11:00 Content Focus: 80% Dental, 20% Social13:22 Content Strategy and Patient Engagement16:07 AI Agents and Appointment Booking18:07 Online Scheduling and Practice Control23:08 Pattern and Volume in Content Marketing24:35 Consistency and Content Planning25:37 Resources and Staying Updated on AI26:33 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-call31 min
- #199 Cash Flow Starts with Knowing Your Numbers💰 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.⏱️ Chapters00:00 Collective Cash Flow and Why It Matters02:25 Why Cash Flow Is a Team Responsibility04:44 Surprise Patient Balances and Communication Gaps06:03 Fixing Insurance Claim Documentation07:10 Improving Follow-Up for Past Due Accounts08:45 Why Metrics Matter in Dental Practices10:21 Understanding Collectible Accounts Receivable11:28 The True Cost of Aging Accounts Receivable13:03 Key Metrics for Healthy Dental Practice Finances15:02 Real-World AR Examples from Dental Practices17:26 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 CallWant help improving your cash flow systems and practice metrics?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-callLet’s build the systems that help your dental team become high-performing and financially healthy.19 min
- #198 Creating a team approach to cash flow - metrics💰 If your dental practice is producing well but cash still isn’t showing up in the bank, you likely have a cash flow problem.In this episode, Dayna Johnson dives into the financial systems every dental practice needs to manage cash flow, accounts receivable, and patient billing effectively.Dayna explains why so many practices struggle with surprise patient balances, broken collection processes, and weak financial tracking, and how small improvements in systems and communication can dramatically improve profitability. She also breaks down the key financial metrics dental leaders must track to ensure their practice stays financially healthy.Whether you’re a dentist, office manager, or part of the administrative team, this episode will help you better understand your numbers and strengthen the financial foundation of your practice.✅ Key Topics Covered:-Why cash flow is the foundation of a successful dental practice-Common causes of accounts receivable problems-How surprise patient balances damage trust and collections-The importance of clear documentation and communication-Key collection metrics every dental practice should track-How stronger systems lead to improved profitability⏱️ Chapters:00:00 The Foundation of Financial Success in Dental Practices05:39 Improving Communication and Documentation11:09 Analyzing Accounts Receivable and Collection Ratios📲 Want help improving your practice systems and financial performance?Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call23 min
- #197 Quoting same day treatment🔥 Struggling with same-day treatment acceptance? It’s not a patient problem—it’s a preparation problem.In this episode, Dayna Johnson breaks down the practical systems every dental practice needs to increase same-day treatment approvals. From verifying insurance before the patient even arrives to simplifying financial conversations, Dayna shares actionable strategies your team can implement today.You’ll learn how to streamline cost discussions, train your clinical team to confidently talk money, and create a frictionless payment experience that encourages patients to say "yes" more often. If you want stronger case acceptance, better retention, and fewer financial surprises—this episode is for you.✅ Key Topics Covered:-How a pre-visit checklist improves insurance accuracy-Communicating treatment costs clearly and effectively-Training clinical team members to handle financial conversations-Presenting simple, patient-friendly payment options-Proven strategies to increase same-day treatment acceptance⏱️ Chapters:00:00 Introduction: The Importance of Being Over-Prepared for Patient Visits00:27 Checking Insurance Eligibility and Benefits Before the Visit01:18 Enhancing Same-Day Treatment Options and Patient Retention02:08 Handling Cost Questions and Streamlining the Payment Process03:27 Training Staff to Present Treatment Costs Confidently05:38 Communicating Total Fees and Patient Responsibilities Clearly06:58 Using Accurate Data to Quote In-Network and Out-of-Network Fees08:22 Collecting Payments and Financing Options for Same-Day Care10:30 Managing Emergency Cases and Treatment Cost Discussions11:25 Focusing on Patient Portion and Payment Methods13:08 Practicing and Perfecting Your Financial Conversation Skills14:27 Final Tips: Keep It Simple and Focused on Patient Acceptance📲 Want help increasing same-day treatment acceptance in your practice?Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call17 min
About The High Performing Dental Team
From the publisher's feed
Hey there, I’m Dayna Johnson . . . dental practice management expert, certified Dentrix trainer and founder of Novonee, revolutionizing the dental industry through innovation and strategic leadership.…
It wasn’t long ago that I lived in your shoes navigating the daily challenges of managing a dental practice with the hopes and dreams of having a productive schedule, money in the bank, and getting home on time to my sweet daughter. After 25 years working in the dental practice and 17 years as a certified Dentrix trainer, I found my life’s work helping dental teams 1:1 optimizing their systems and software. If you are looking to create the thriving dental practice you have always dreamed of and empower your high performing dental team, you are in the right place. Let’s get started!
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