Start your day the right way. Every practice should hold 10-minute Daily Business Meetings. The benefit of these morning meetings is that they keep everyone on the same page, create an opportunity to discuss any potential problems, and provide a calm and focused beginning to each day.
Advice for the Endodontist – Support and encourage the team. Clear communication and supportive coaching become more critical as the practice grows. A good leader helps individuals reach their potential. As the leader of the practice, you need to empower team members, individually and collectively, to succeed in their positions.
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Advice for the Marketing Coordinator – Strengthen referral relationships. Referring GPs represent your main source of referrals. Develop stronger connections with referring practices through consistent communication and frequent interactions. Use a variety of marketing strategies targeted at both doctors and teams. An effective referral marketing program keeps your practice top of mind with referrers throughout the year.
Advice for the Financial Coordinator – Double-check insurance claims. Verify all claims before submitting so the insurance company has no reason to delay making payment. Double-check all insurance codes. Missing information can mean extra weeks or even months before the practice is reimbursed for its services.
Help your teammates excel. As they say, “There’s no ‘I’ in team.” Of course, it’s important to do your job well, but look for ways you can help others on your endo team do their jobs well, too. By being courteous, cooperative and calm throughout the day, you’ll reduce stress and help improve total team performance.
Advice for the Front Desk Team – Document new patient conversations. Always ask prospective patients who referred them to your practice. Make sure that patient records reflect this information. On the day of the new patient’s appointment, review the information with team members at the Daily Business Meeting.
Advice for the Endodontist – Engage team members in growing your practice. Familiarize your staff with your growth strategies and how they can help implement them. Explain how their interactions with referring office staff can increase the number of referrals, how saying the right things to patients will influence case acceptance and referrals, and how their involvement in the community can build the practice’s reputation.
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Help new team members get up to speed quickly. “Training new team members” may not be in your job description, but that shouldn’t stop you from giving sound advice or walking novices through procedural steps they need to master. It will only take a little of your time, may ultimately make your job easier, and will lay a foundation for better cooperation and teamwork.
Align the practice’s annual and daily production goals. Daily goals should be set to achieve the annual production goal. For example, if the practice wants to produce $1 million in 200 workdays, the office needs to schedule $5,000 per day. While practices won’t be able to achieve this exact number each day, it’s a goal every team member can strive for.
Learn as much as possible about a new patient in the first phone call. Enter the following information in the patient’s file:
- Patient’s name
- Name of referring doctor
- Cell phone number
- Any special concerns
By documenting this information right from the beginning, the endo practice won’t have to ask patients to provide it again when they arrive for their appointment.