2026 might still seem like a ways off, but now is the time to start chipping away at preparation. Tiff and Kristy walk practices through what to do to be ready for a fresh start come January 1. They talk about lag and lead measures, what to put on your calendar now, fee schedules, and a ton more.

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Transcript:

The Dental A Team (00:01)

Hello, Dental A Team listeners. I am back at you today, Miss Tiffanie, Spiffy Tiffy. No one's called me that in a while. I have not recorded with Kiera in a hot minute. That's how I know I have not recorded with Kiera, because I haven't been called Spiffy Tiffy in a minute. ⁓ We're here today. I have Miss Kristy with me today. She has just done a slew of recordings with me. We blocked out two hours today, and we said, you know what? We're just going to bust out a bunch, and we are doing it. Summertime gets a little wild.

 

and it gets hard to schedule these suckers in there. So Kristy, thank you for being here with me today. Thank you for scheduling this in your schedule and making sure that we could get this done. How are you?

 

DAT Kristy (00:39)

It's always fun spending time with you. We don't get to do this all the time.

 

The Dental A Team (00:44)

I agree. We really don't. And I started doing ⁓ for you specifically because I'm like, gosh, we really don't. I still get like so much time with Trish, Monica is in, you know, we're doing so much onboarding. ⁓ And so I was like, no, we need, I need Kristy, like just touch base, check in one on one time. Like I need that outside of our monthly one on one. So I agree. And I'm excited to be here today. I think we both have animals at home and it's funny. We like

 

go a certain amount of time and then they've hit their limits. And I don't know, I've got a cat that's running around just screaming right now. I don't think you guys can hear it, I hope. But I think what happens is she's just like, okay, I'm tired of hearing your voice. Even when I'm on coaching calls, like maybe my inflection is different or I don't know. There's something about podcasting that she hits her limit at about an hour in, hour and a half. She's like, I'm done. I'm either podcasting with you or you're being forced to turn it off.

 

Yeah, anyways, animals are wild. ⁓ They are. my gosh, they are like kids. They're exhausting. Yeah, they are like, because I think they're worse than kids. You know, when I was little, they used to say, I don't know if people still say this or not, but they used to say, when you think you're ready for kids, get a dog. And I used to be like, that's easy, right? And I'm like, actually, I find that my animals are way more work than my son is. they just require so much of me at

 

DAT Kristy (01:43)

I like kids.

 

The Dental A Team (02:10)

their own discretion. Like it's just, it's when they want it. And I have, I have two cats and a dog and the dog is much chiller, but even puppies, I'm like, puppies are hard. Puppies are not like a newborn. I does not, in my opinion, the same apples to apples, but maybe that's why they say that because you get exhausted by the puppy and you're like, I can't, I can't do this right now. So who knows, but we're not here to talk about dogs or cats. We are here.

 

We're here today because we are rounding out the year you guys. August is always like such a weird time ⁓ for me because it's like the beginning and the end. It's the beginning, like we're not even too fall yet for Arizona. It feels like fall. We don't really get a fall so we start in August. ⁓ But it feels like we're coming up on the end, but we just started. We get to August so quickly and so.

 

With that, a lot of times we can kind of forget to prep for the upcoming year until it gets to the last minute because we're like, gosh, it's so early, Tiff. Like, Kristy, we've still got so much of our goal left. We're still working on these things. How am I supposed to think past that? But we really truly do have to prepare in a lot of different ways to ensure that we're ready when January hits. I don't know about you, Kristy, but I know in my practice, I think the

 

before I was office manager, my office manager and my doctor probably sat down and like did some goals, right? They knew what they were doing. But we didn't know until the end of January when we had our team meeting what those new year's goals were. And that was really hard because I'm like, well, shoot, we're already behind because like, what are we doing here? We had no idea that we had increased our goals because we're still working off of old goals. And I think that that likely happens more often than not.

 

Because we want a fresh start. We want our January kickoff and it's like if we're not doing January kickoff on January 2nd It's not a kickoff anymore. I guess now we're playing catch-up So a lot of practices really need to start doing this in December November even but December really talking about what next year is going to look like with your teams ⁓ Kristy do you feel that that kind of we talked about this a lot today? Like what was it like back went back in the day when we were in office But did you feel like you kind of ran that same?

 

trajectory that same calendar year advice.

 

DAT Kristy (04:31)

Yeah, 100%. I think ⁓ in dentistry, we get so focused on lag measures. And I don't know that we ever intentionally focused. It's just the way it's always been. And so you and I talked about this before. We just do it because that's how somebody else did it. And we think it's the way to do it. But I think, again, when you know better, you do better. And we always need to look at the lag measures. looking at lead measures and starting literally now,

 

The Dental A Team (04:38)

Yeah.

 

Bye.

 

DAT Kristy (05:01)

is a great practice and and to be honest the ones that I see hitting goals for my teams ⁓ we look at them early and we set the tone early. Yeah.

 

The Dental A Team (05:11)

Yeah, yeah,

 

it does a great point. You hit the nail on the head. We really do focus so much on lag measures, which are a lot of my lag measures will feed into our lead measures. So totally. But I do think that dentistry as a whole misses the mark on lead measures. Even like I had a client the other day that said, Oh, I died, because he died. She's

 

DAT Kristy (05:35)

you

 

The Dental A Team (05:36)

She said, yeah, my CPA, I'm just not too sure about them. They said that not to get too crazy about it, but that I would get my PNLs by the 28th every month. And I about fell out of my chair, because I was like, what the heck? That is a two-month lag measure at this point, because by the time we're reviewing them, we're into two months later from those statistics, those overhead stats. And how are we supposed to make adjustments and change? So you're telling me,

 

that we are gonna have potentially two bad months because we didn't know it was a bad month until we're at the third month. And I was just like, no, no, no, no, no, no, no. If that's the case, if that's their standard, it doesn't fit our standards. This is not going to work. We have to have better, quicker lag measures so that we can change the lead measures. And I think what you just said plays right into that. Because to them, that CPA, it was like totally natural and normal. It was like, yeah, fine, we'll get them to you.

 

You can see them, but they're not using them to tell you how to change your business. Some CPAs are, work one-on-one with a couple of different CPAs for my clients and with my clients that are doing that. They're fantastic, they're giving them information and advice every month based off of what they're seeing. That's massive. It's very uncommon also. CPAs at the end of the year would be like, well, this year you overspent in this category, so drop this.

 

⁓ for the love, could I not have seen that earlier and made adjustments so that I didn't overspend for an entire year and then could have changed this entire P &L? That's what we do. We look at the P &L with you and we dive into it. And like I said, I do have a couple of CPAs that dive into that with me with clients or sometimes I'll have questions and I'm like, hey, I'll shoot over an email and like, what is this? What are you seeing? And they'll give me the answer. And I'm like, fantastic. Thank you. Those are

 

freaking phenomenal. Those are clients that I can really dive into numbers and be like, let's change this. Let's turn the dial on this. Because at the end of the year when they're like, next year you can't. I don't want to ever tell you that. Next year you can't. No, next year you can because we adjusted things on the lead measures, meaning what's to come because we were able to see your lag measures. So Kristy, that was brilliant. That was a massive tangent, but that was brilliant.

 

And I think it really flows into all of those because if you're year to date at August and you don't know those numbers, you haven't looked at them with someone with a CPA, a coach, a consultant, get on that. Do that because what's gonna happen is November, your CPA is gonna be like, let me tell you all the things you shouldn't have done this year. I don't want that to happen. Get on it today. [email protected] if you want advice, if you need help, if you want to one-on-one coach with us, we can help you dive through it.

 

We are here for it. We have had plenty of clients that have seen incredible profit year over year because of the consulting that they've received, because of the directions that we've been able to push them that they weren't able to see. Again, focusing on the the log measures to push the lead measures. Now, other things, I really wanted this to be like a let's prep for the next year, which I don't know when you're listening to this, but right now it's August, 2025. So we are prepping for...

 

2026, which is crazy to me. I told, actually I told Kira this morning, my son, started senior year today as I took his little picture and I'm just like, my gosh, and he graduates, you know, 2026. And I'm like, I knew this day would come, but it always felt so far. Like this is, I think when I was a kid, I thought we'd be flying around in cars by now, which I think we're actually really close, which is crazy. But.

 

To me, like 2026 felt so far away when I was a kid, I thought we're gonna be the Jetsons by then. So again, I think we're actually really close. But it's crazy to think we're prepping for 2026. You guys, we gotta round out 2025 and really be able to project into 2026. And there's some simple things, you guys, we have checklists for this too. So reach out, [email protected]. We can pop you over some checklists, but there are some really simple things. Kristy, like.

 

I want you to go through, like you were talking earlier on another podcast we recorded about really scheduling some things out. So what are some things that can be done next year that should be in the schedule? And then we'll kind of dive into the goals and stuff that they're going to have to do before we get to the 2026.

 

DAT Kristy (10:11)

Well again, we're all about projecting forward right because you touched on not saying no and part of saying no Maybe adding things so we can say yes, right? So looking at the schedule putting in your HIPAA your OSHA any training CPR, right? ⁓ Is there CE we're planning on let's research it. Let's figure out how much it's gonna cost Are we taking team not taking team? What's the what's the average?

 

cost because all of that can be factored into our lead measures right and and what is what do we have to make in order to have that happen is it a year for raises have we done fee valuations for the upcoming year a lot of offices don't look at that yearly and I encourage my offices to because here's the thing especially if you're a high PPO you never get to go to the insurance companies and say

 

hey, I haven't raised my fees in five years, so now I'm gonna make this big jump. They don't let you. So doing those incremental jumps every year, ⁓ another area where people fail to ⁓ evaluate is if you're selling products. Have you looked at the invoices to see what you're paying? And nowadays, that's a big thing, right? Adding in the tariffs and different things that are affecting what we're paying for. Have you adjusted it? Because a lot of my practices charge just what they're paying for it, and then

 

The Dental A Team (11:15)

Yeah.

 

DAT Kristy (11:40)

we look at it and go, my gosh, we're in the hole because we've never adjusted the fees. ⁓ getting your new fee schedules, right? If there's any negotiations that need to happen, I would add that to the list too.

 

The Dental A Team (11:45)

Yeah.

 

Yeah, and now is the time to do that to start negotiating it so that you can have it for that new year. That was massive because that hits both making sure it's scheduled out to update your fees, but then also right now sending in the request for increased fees to be updated. So that was a twofer right there in my opinion. So good job. Yeah. I also remember earlier you said the PCI compliance. So making sure all of those PCI OSHA HIPAA

 

all of those training CPR, everybody's up to date and checking all of those. Like when was the last time anyone, that any one individual did those pieces and are there people that need them updated? I know there's a lot of, gosh, specialty practices that will offer for GP practices, the CPR training. We used to do that through the orthodontist we worked hand in hand with. He would just, I mean, it was a referral, a referral mechanism for them, right? It's marketing for them, but they would hire the CPR trainer and then they would invite

 

dental offices to come get the CPR training for their team. So it's free for us and that orthodontist paid for it. So check with those things as well, but making sure those things are scheduled out. And that's something doctors that your office manager should have that kind of a yearly checklist to make sure that they're going through those. Another thing that you kind of touched on there was like maintenance of different. ⁓

 

everything right you've got all of your everything needs maintenance so what does your practice look like what are your compressors looking like do they need to be maintenance your ultrasonics like really just diving in and every year it should be that fresh start and looking at what are we going to do now Kristy you mentioned which i love because it goes hand in hand with that too of really budgeting that so budgeting your ce's i had a practice this year they're like help me

 

our cash flow, what is going on? When we delve into it, there were a ton of ⁓ auxiliary necessary purchases and updates that were made to the practice, to the ⁓ exterior of the practice. So these things were necessary, but they were unplanned for that.

 

I think you can look at and probably project towards the end of the year to really build out a budget and a percentage and a bucket within your 2026 goals because you guys, it's really easy. If you know it's going to be X amount of money, divide it out over the 12 months and say, great, how am I going to make that up in production and collections to get that money so it's not costing you? It's coming out of the profit for that year, which is what happened with this other practice. We just thought there'd be more profit, but that profit then

 

went towards, you know, the renovations, excuse me, that needed to be done, but we could have built it in a little bit better had we known they were coming.

 

So that leads into our goals and really looking at what would a 7 to 10 % increase. Those are the numbers I typically go with increasing from this year 7 to 10 % next year, 7 % for inflation you guys, 10 % because why not be profitable on top of inflation? So you can do 7 % and kind of call it status quo. 10 % is gonna be that growth space that you hopefully and probably are desiring. And really when you look at it 10 % over the course of the year,

 

is really a drop in the bucket. Kristy, have you found that same thing where that 10 % is like a couple hundred thousand over the course of the year split up over the month is realistically not that much? Kristy, do you see that same thing?

 

DAT Kristy (15:27)

100 % TIF, I think the problem we get into is we wait till the last minute and then we're trying to crunch it in that short amount of time. But when we look forward and we have the whole year, guys, it can be as simple as one more crown a week, you know, or one more crown a month, depending on where you're lying. and when we break it down like that for teams, it makes it so digestible and and it helps fire us up when we make it that simple. Nine times out of 10.

 

The Dental A Team (15:41)

Yep.

 

DAT Kristy (15:57)

I see them even going further because it's like wow it was so easy right and it never I mean Think about it in our field and we all know this to be true I don't none of my doctors are immune from this but November and December are crazy months. Why do we do it to ourselves? Let's start now

 

The Dental A Team (16:11)

Yeah. Yep. Yep. Yeah, I agree. And that makes me think of

 

a practice I went into one time, and we did their goals. And I said, Okay, well, in order to finish the year where we want to, we need to ⁓ increase your daily goal by $2,000 across for hygiene to doctors, right? $2,000. They were like, you're crazy. And I'm like, No, I'm not.

 

This is how much it is per provider. And they were like, Tiff, we love you. We love your training. And we think you're crazy. going to put it on there. We're going to try our hardest. And we're going let you know. The next day, they went above and beyond that $11,000 goal by almost $2,000. The next day, they hit the goal consistently. After setting that goal, they hit it.

 

and they were like, Tiff, I was getting texts from the team members for days. Like, I can't believe we're doing this. We didn't think it was possible, but actually it was right there, because it was all within the scheduling, right? How are we scheduling things? What are we prioritizing? How are we looking at the structure of our schedule and still serving our patients? So I totally agree. The increase is easy.

 

as long as it's broken down in a digestible amount. The full yearly amount, you're like, all right, guys, we did 1 million, we're gonna do 1.2 this year. And they're like, my gosh, like, when is it enough? But if you're like, 1.2 is X amount per month, X amount per day.

 

They're like, okay, we can hit that. We can figure that out. And you're like 30 % from hygiene, 70 % from doctor or 25 % from hygiene, 75 % from doctor. Like figure out the numbers and then figure out daily goals for everyone so that it is digestible, because that's much easier to work with.

 

⁓ Another thing to be really, really prepped for is, ⁓ what did we say? We said, updating the paperwork, you said, Kristy. So making sure we know what next year needs to look like. We just did a podcast on OSHA and HIPAA compliance, so making sure you're scheduling that out, but then also making sure that your HIPAA paperwork is updated, is gonna be massive, your health history.

 

If you are taking CEs, does that need to be updated on your health history? Do you need to ask sleep apnea questions or Botox questions or implant questions? Like, do you need to update that at the beginning of the year and making sure you have all of your patients' data? Kristy, I know you talked about too, you have some clients that just don't have everyone's emails. This day and age, most of our communication is going out by emails. I know most of my clients are sending statements by text and email. There's really not a lot of paper. So making sure

 

updating those as well. And then Kristy, I don't want to glaze over those you guys, practice software updates too, but I kind of do because I kind of want to talk a little bit very quickly though.

 

As we're adding goals, Kristy, I you do this a lot. You help practices project what their profitability point is, which is also like your BAM, your bare ace minimum, right? Same thing, different words. How do you also help them project? Do they have enough people? So as they grow their goal, they need to potentially increase staffing and making sure they have the right seat. How do you help them see that when you're helping clients build out those goals?

 

DAT Kristy (19:36)

Yeah.

 

think that's an important piece of it. Running some reports in your software is going to be helpful. Look at your active patient base. Has it grown? If it's not growing, why not? Are we missing working re-care? And again, lag and lead, guys. I have a lot of practices where maybe capacity, they're booked out, and so they don't work re-care, and those people are falling through the cracks. I would challenge you, even though you are booked out, to still work that re-care.

 

because every day we wait, they're getting pushed out that much further, right? And it's nothing that we have to shy away from, but again, it's like, man, our hygienist are in high demand. Let's get you scheduled, right? And bring that information. You guys need to look at that. our next new patient openings, when can we schedule for perio maintenance? When can we schedule for root scaling? We need to look at our procedure counts and add in maybe extra blocks.

 

The Dental A Team (20:40)

Yeah. Yeah. Yeah.

 

I totally agree and making sure at the same time then that we have enough team to accommodate those patients that act as patient based how many patients can one hygienist see in a year? How many hygienists do you have compared to your doctor time? How many assistants do you have compared to the columns of treatment that you're working with? And then one piece I think gets missed, Kristy, in that conversation too is front office team. So like how many back office team members do you have in comparison to your front office team?

 

I usually like to use an easy ratio of like the number of dental assistants it takes. I should have front office as well to kind of duplicate that to make it super simple. But you're right, pulling those simple reports from the system to ensure we're doing everything we can to get those patients in. But what is that active patient count? Because that's gonna tell a really big story on how much growth we can sustain on the size and the capacity that we have now and the team that we have. So, beautiful. Thank you, Kristy. ⁓

 

you guys this wraps up a ton for 2026. hope you're feverishly taking notes if you are not driving. If you are driving, re-listen. But as always, [email protected]. We can shoot you over some really easy end of the year, beginning of the year prep checklists ⁓ for office managers, doctors, whomever. And just make sure you guys that you're pre-scheduling things. And I would even pre-schedule this time of year, next year, start prepping for this stuff. Put it in your calendars as an office manager. I had everything in my calendar this time of the year. I was starting to

 

for the following years, so 2026 goals, but I was also...

 

⁓ requesting fee increases. I was sending out end of year letters, right? Like get your treatment done because what happens is we tend to wait till October and that's why November, December is crazy. If you send them now, you can fill September, which we also call September. Start reaching out to those people now and get September filled, October filled and don't make your life too hectic November and December. You can even those out. So you guys go do these things. They're not hard. They're actually really easy and they can be really fun.

 

[email protected] we can send you over this information and you guys, have so many consultants on our team, Kristy, Trish, Monica, Dana, they are here helping clients every single day to work through these things and so much more. We would love the opportunity to chat one on one with you to see what we can do to help you as well. [email protected], you guys, we'll catch you next time. Thanks so much.