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Archive for month: May, 2017

Advice for the Front Desk Team – Help patients with their insurance.

Advice for the Front Desk Team – Help patients with their insurance. Dental insurance coverage is a source of anxiety for many people. Anything you can do to alleviate that anxiety is a win for the patient and the practice. When you solve a problem for patients, they remember it and will often tell their friends and referring dentists about the exceptional service they received at your practice.

Need a Speaker for Your Study Club? Consider booking Dr. Roger P. Levin. Tip of the Day subscribers receive a substantial discount on his speaking fee. To learn more, go here or contact Senior Events Manager Rebecca Luwisher today at 443-471-3202 or rluwisher@levingroup.com.

Advice for the Front Desk Team – Help patients with their insurance.

Advice for the Front Desk Team – Help patients with their insurance. Dental insurance coverage is a source of anxiety for many people. Anything you can do to alleviate that anxiety is a win for the patient and the practice. When you solve a problem for patients, they remember it and will often tell their friends and referring dentists about the exceptional service they received at your practice.

Need a Speaker for Your Study Club? Consider booking Dr. Roger P. Levin. Tip of the Day subscribers receive a substantial discount on his speaking fee. To learn more, go here or contact Senior Events Manager Rebecca Luwisher today at 443-471-3202 or rluwisher@levingroup.com.

Advice for the Front Desk Team – Help patients with their insurance.

Advice for the Front Desk Team – Help patients with their insurance. Dental insurance coverage is a source of anxiety for many people. Anything you can do to alleviate that anxiety is a win for the patient and the practice. When you solve a problem for patients, they remember it and will often tell their friends about the exceptional service they received at your practice.

Need a Speaker for Your Study Club? Consider booking Dr. Roger P. Levin. Tip of the Day subscribers receive a substantial discount on his speaking fee. To learn more, go here or contact Senior Events Manager Rebecca Luwisher today at 443-471-3202 or rluwisher@levingroup.com.

Create a systems manual.

Create a systems manual. Up-to-date documentation for all systems should be gathered together in one place—a systems manual. This is an essential reference for the entire ortho practice. Among other purposes, it serves as a jumping-off point when determining individual and group training priorities. It can also play a role in troubleshooting practice operations when performance lags in some area.

Need a Speaker for Your Study Club? Consider booking Dr. Roger P. Levin. Tip of the Day subscribers receive a substantial discount on his speaking fee. To learn more, go here or contact Senior Events Manager Rebecca Luwisher today at 443-471-3202 or rluwisher@levingroup.com.

Ask parents for feedback.

Ask parents for feedback. Many pediatric dentists and teams have only a vague notion of how parents truly feel about their practices. Without specific data, patient satisfaction is difficult to gauge. Practices should survey parents annually to gain a better understanding of how they feel about the office. The data will either validate what you are doing or pinpoint areas where improvements can be made.

Need a Speaker for Your Study Club? Consider booking Dr. Roger P. Levin. Tip of the Day subscribers receive a substantial discount on his speaking fee. To learn more, go here or contact Senior Events Manager Rebecca Luwisher today at 443-471-3202 or rluwisher@levingroup.com.

Do More With What You Have… Or Lose More of What You Got

Do More With What You Have… Or Lose More of What You Got

Every business has assets and liabilities.

But if you’re not maximizing your assets, that’s a liability.

And in today’s competitive market, you can’t afford to turn strength into weakness. But that’s what many practices are unintentionally doing.

The #1 mismanaged asset in a dental practice is the patient base. Time and time again, when we analyze practices, we find that they have…

  • Hundreds of inactive patients due to lack of follow-up
  • Scores of overdue patients who haven’t been scheduled
  • Dozens of patients with unfinished treatment
  • Countless one-and-done patients who were never contacted after their initial appointment

Not Enough Patients… or Not Reaching Out Enough?

Practices typically spend thousands of dollars trying to attract new patients, yet most offices devote little time to rescheduling overdue and inactive patients. Just as your financial coordinator should regularly contact patients who owe the practice money, the scheduling coordinator should designate at least one hour a week to bringing unscheduled and inactive patients back into the practice. If you have a backlog of “idle” patients, then you’ll need to devote significant resources to play catch-up.

Many of these patients will come back… if you contact them and use influential scripting to remind them that regular appointments are critical for maintaining optimal oral health and identifying minor issues before they become major problems.

Conclusion

New patients matter, but so do the patients already “on the books.”  Put procedures in place to reschedule patients who cancel and to reactivate patients who haven’t been in the office in 12–18 months. By bringing these patients back, you’ll have a fuller hygiene schedule and an infusion of new revenue.


Additional Resource

Need a systems checkup? Find out how a Practice Performance Analysis can pinpoint whatever’s limiting your growth. To learn more, click here.

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Get Ready for the Second Half of the Year

Get Ready for the Second Half of the Year

This is a dangerous time for many practices. As we enter the second half of the year, there can be a tendency to relax a little, especially if your practice is ahead of last year’s pace. You want to keep any momentum you’ve built up going for the entire year. If your practice’s off to a slow start, now’s the time to make positive changes that will pay dividends later on.

Here are three strategies for ramping up growth in the next six months:

1. Make Referrals Rewarding for Patients, Too

Patients may know someone who needs a dentist, but making a referral isn’t on the top of their to-do list. But if you can make the referral process a little more fun for them, you’ll be surprised at the results. How do you do that? By incentivizing the process.

Here’s a quick rundown on how to set up a refer-a-friend program…

  • Any patient who makes a successful referral will be entered into a drawing to win a prize. Make it something worthwhile like a gift card for dinner at a nice restaurant.
  • If patients make more than one referral, then their name goes into “the hat” that many times, increasing their chances of winning.
  • Each month give away a different prize.
  • Place signs in high-traffic areas touting the program. Train your team to promote it during interactions with patients.
  • Take photos of all the winners and place those pictures in the reception area. Also, use social media to create awareness about the program.

2. Don’t Let Money Walk Out the Door

Practices are only collecting 91% of their production, according to the latest survey by the Levin Group Data Center. If you’re below 95%, making a few adjustments can lead to a big improvement in your bottom line. Train your team to ask for payment at the time of service, including co-payments. If this is the policy, verify that it’s being followed. If members of your front desk team are uncomfortable asking for payment, give them the training they need to perform at a higher level. In addition, the financial coordinator should contact all patients who owe the practice money. Levin Group recommends a 3–3–3 system of 3 phone calls, 3 emails and 3 letters over 9 weeks. Using this system, our clients have recouped significant amounts of revenue they once thought uncollectible.

3. Give Your Patients One More Thing to Smile About

People at any age want to look their best. Most practices aren’t doing enough to create awareness about their cosmetic services. Have you ever had regular patients come in with a brand-new cosmetically enhanced smile… that they got from another dentist? If so, you’re not alone. I’ve heard similar stories from many other dentists. If you’re not actively letting patients know about what cosmetic treatments you offer, you’re basically telling them to go elsewhere.

Conclusion

Owning a practice is like running a marathon, not a sprint. There are plenty of mile markers along the way, but you don’t cross the finish line until the end of the year. Use these three strategies to build on your success and to grow your practice even more in the next six months.


Additional Resource

Need more patients? Learn more about our marketing consulting program by clicking here.

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Put the Fun Back in Your Practice

Put the Fun Back in Your Practice

Running a dental practice is more complex than ever before. As a practice owner, you have a lot on your plate––caring for patients, leading the team, managing the practice, updating your clinical skills and knowledge, working with other doctors, etc.

The business side of dentistry has grown more competitive and more complex. As a result, 27% of dentists are experiencing high or extremely stress, according to the latest Dental Economics / Levin Group Annual Survey.

There should be an element of fun to what you do. After all, this is your chosen profession. Here are 4 things to add more fun to your practice:

1. Celebrate summer

Host a backyard BBQ or picnic for your team. Camaraderie is extremely important, especially when you work in a small business. It’s good to get together with co-workers and put the job aside for a few hours.

2. Let’s do lunch

Grab a quick bite with a team member once a week. We can spend years working with people and know very little about them. Over the summer, try to have lunch with everybody on your team. View it as an opportunity for you to learn a little more about your staff and for them to do the same.

3. Shut it down early

Close early one Friday a month. Your team works hard all year long. Summer can be especially hectic at times. Closing early one Friday a month gives everyone on the team a chance to start the weekend early. Shaving a few hours off the day puts everybody in a good mood.

4. Take a vacation

I’ve met too many dentists who haven’t taken a vacation in years. This is absolutely crazy to me. You need time away from your practice, so you can renew and re-energize. When you don’t take a vacation for years, every day becomes a grind. To enjoy what you do, you have to step away from it occasionally.

Conclusion

These are just four suggestions off the top of my head. I’m sure you and your team can brainstorm a dozen more easily. As Mark Twain once said, “The secret of success is making your vocation a vacation.” Adding a little more fun to your practice is a good way to start.


Additional Resource

Read a free excerpt from Dr. Levin’s popular book, Get a Life and Keep It, by clicking here. Look for the “Read an Excerpt” button.

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Are You Working One Day A Week for Nothing?

Are You Working One Day A Week for Nothing?

Many dentists are, but they don’t know it. Why? Because their practice has a sense of “busy-ness” to it. But here’s the thing… “busy-ness” doesn’t necessarily translate to productivity or profitability.

An outdated scheduling system runs slow. It makes you believe that you’re busier than you are. As your schedule ages, the more bottlenecks it accumulates, slowing things down even more.

Stress increases, while productivity decreases. If nothing is done, employees eventually leave, creating even more stress.

Are you one of those doctors working an extra day a week? Answer these five questions:

1. Is the current scheduling system three years or older?

If yes, that’s a big red flag. You might be saying, “Roger, my schedule is five years old and works perfectly fine. Why should I change it?” Your practice is constantly changing (and so is dentistry), even though it may seem the same as it ever was. In the span of 3–5 years, practices add services, update software, purchase new equipment, switch materials and experience turnover. All these changes impact the schedule and its efficiency.

2. Do you feel like your practice should be more financially successful than it is?

Over the past few years, I’ve met many dentists who ask me, “I’m busting my tail day-in day-out, yet why do I have so little to show for it at the end of the year?” An inefficient schedule is like a mirage… it tricks you into seeing things that aren’t there. It’s disconcerting when you realize all your hard work isn’t paying off like it should.

3. Does your practice consistently run behind two or more days a week?

If so, your old schedule is also killing your customer service and case acceptance. When patients are forced to wait 10–15 minutes or more, they will complain about your practice to their friends, cancel their next appointment, post a bad review on social media and turn down recommended treatment.

4. Has it been longer than a year since you performed procedural time studies?

If it’s been longer than a year, that’s another good indication that your schedule isn’t as accurate as it should be. When the appointment time is out of sync with scheduled procedure, you’re either running behind or have unnecessary gaps in your schedule. Neither situation is a good one.

5. Would you say your stress is higher than it used to be?

Outdated systems are the #1 cause of stress, and an outdated scheduling system is often the main culprit. The schedule affects everything you do. If it runs sluggishly, then you have unhappy patients in the reception area… frantic clinical staff trying to play catch-up… and an overwhelmed front desk team dealing with the fallout.

Conclusion

Who wants to work harder for less? That’s what old systems will do to you and your practice, especially an outdated schedule. If you answered “yes” to at least two of the above questions, it’s time for a new schedule. The sooner you replace it, the sooner you can reap the rewards!


Additional Resource

Need help with your schedule? Check out our new training module called “Scheduling for Maximum Production and Minimum Stress” by clicking here.

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Ask patients for feedback.

Ask patients for feedback. Many endodontists and teams have only a vague notion of how patients truly feel about their practices. Without specific data, patient satisfaction is difficult to gauge. Practices should survey their patients annually to gain a better understanding of how they feel about the office. The data will either validate what you are doing or pinpoint areas where improvements can be made.

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