Dentists and orthodontists spend tens of millions of dollars on marketing every year to drive more patients through their doors. But you’re throwing money away when you spend money on marketing without being prepared to provide exceptional service through a well-managed office.
A well-managed dental office turns dental leads into paying patients and creates loyal patients for life, bringing a never-ending stream of referrals into your office. That’s why dental office management is essential to your growth. Even before marketing, it should be the top priority for any dentist, orthodontist, or dental specialist determined to grow their practice.
7 Tips for Successful Dental Office Management
Over the past decade, HIP has perfected dental office management training, generating over $100M+ of revenue growth for our partners in the orthodontic space.
Here, we’ll recap our 6 most essential tips for dental office management:
Create Bullet-Proof Lead Follow-Up Processes
Regarding dental office management, your work starts well before patients arrive at your door. You must have fail-safe processes for collecting leads, contacting leads, sending appointment reminders, and avoiding no-shows. Because if you can’t get patients through the door, all your other efficiencies go to waste.
Here are a few things you should implement right away:
- Utilize CRM software. Quality CRM software ensures your leads never get lost, misplaced, or forgotten. You can track each lead and patient by name, record their history of interactions, and monitor the success of your marketing initiatives.
- Contact all leads within 5 minutes. A significant study on lead follow-up by Harvard Business Review shows that your chances of contacting a lead decrease 10x if you don’t get them in the first 5 minutes. Use automation software to ensure you’re reaching out to all potential patients within 5 minutes of them contacting you.
- Follow up with all leads at least 7 times. Most dental practices and orthodontics practices stop following up with clients after one or two attempts. Many never even attempt to call leads back at all. Yet research shows that your chances of contacting a lead jump to over 90% if you keep trying up to 7 times.
- Get patients into your office ASAP. When working with orthodontic practices, we recommend booking patients into your exam chair within 48 hours of contacting them. People expect immediate results today, and if you can’t serve a new patient immediately, they’ll find a doctor who can.
- Send SMS reminders. Automation software like Practice Beacon makes it easy to automate appointment reminders. And studies show that automated appointment reminders can reduce no-shows by over 22%!
- Monitor and track performance. Regularly review your lead follow-up processes to identify areas for improvement. Track key metrics like response time, conversion rate, and no-show rate to gauge the effectiveness of your strategies.
Prioritize Operations and Delegate Key Roles
Efficiency and consistency in operations are the hallmarks of successful dental office management. But a dentist makes the most money for their practice when they spend their time in the treatment room rather than the administrative offices.
That’s why you must learn to delegate office operations to a skilled and trustworthy team of operations professionals. From lead follow-up to scheduling to ordering supplies, the operations team should make things run smoothly without your involvement so you can stay focused on patients.
Here are some strategies to accomplish that:
- Create standard operating procedures (SOPs). Develop clear, written SOPs for all aspects of your practice, from patient intake to billing. This ensures consistency and minimizes errors.
- Hold dental office management training. Regularly train your team members on the SOPs, and update them as needed to reflect changes in the industry or your practice. Encourage open communication and feedback to improve operational efficiency across all areas of the practice.
- Pay people you can trust. When hiring for critical roles, resist the temptation to make hiring decisions based on salary alone. When you hire quality people you can trust, they’ll take more work off of your plate. If a talented employee, rather than an inexpensive one, can help you spend one more hour a day with patients, their salary will pay for itself many times over.
- Hire a rock-star COO. A Chief Operating Officer is a successful dentist’s best friend. They will help you sleep at night, knowing that things like payroll, budgeting, and human resources are under control. If you can’t afford a COO yet, hire a top-flight office manager you can trust, have them complete a dental practice management course, and delegate as much as possible.
Use Technology to Simplify Office Management
Embracing technology can significantly improve the efficiency of your dental practice, from automating follow-up to maximizing your schedule to improving your marketing.
Here are a few ways that technology can level up the management of your dental office:
- Implement a practice management system. Choose a comprehensive practice management software that fits your needs. This can help streamline scheduling, billing, and patient records management to save time, money, and migraines.
- Automate appointment reminders and confirmations. As mentioned above, use automated systems to send appointment reminders and confirmations, reducing the workload on your front office staff.
- Adopt digital imaging and record-keeping. If you haven’t already, transition to digital radiography and electronic patient records. Digitizing data saves time and storage space and allows easier access to patient information and more accurate diagnoses.
- Utilize online patient forms. Allow patients to complete necessary forms online before their appointment to speed up check-in and reduce paperwork. It helps your office be more efficient, and patients love it too!
- Implement teledentistry solutions. Use easy-to-use providers like Smile Snap or Rhinogram to offer virtual consultations and follow-ups. Teledentistry helps you improve patient access and save time for patients and providers.
Create a Welcoming Environment
Creating a welcoming environment for your patients is essential for building trust and fostering long-term loyalty. Here are some tips for making your dental practice inviting and comfortable:
- Design an inviting waiting area. Invest in comfortable seating, soothing colors, and decor to create a relaxing atmosphere. Provide amenities like complimentary water, Wi-Fi, and reading materials to help patients feel at ease. Patients should feel like visiting your office is a pleasure, not a chore.
- Build an enthusiastic and helpful team. Your front desk employees are the frontline for happy patients. Train and reward your team for friendly, helpful behavior and ensure your patients’ comfort is their #1 priority.
- Prioritize cleanliness and hygiene. Maintain a clean and sanitary office, paying particular attention to high-touch areas like door handles and reception desks. Cleanliness not only keeps your patients safe but also instills confidence in your practice’s commitment to health and hygiene.
- Encourage patient feedback! Actively seek feedback from your patients and use their input to improve your practice. Their feedback will help you identify improvement areas and demonstrate your commitment to patient satisfaction.
Reward and Incentivize Your Team
A motivated and engaged team is crucial for the success of your dental practice. Here are some ways to reward and incentivize your staff:
- Offer competitive compensation. The easiest way to show your team you appreciate them is by paying them well. Ensure your team members receive fair and competitive salaries and benefits that help attract and retain top talent. A well-paid team will pay you back many times over!
- Provide opportunities for growth. Encourage your staff to pursue continuing education and professional development. Offer financial support, flexible schedules, or in-house training to help them grow in their roles. And promote from within whenever possible to show employees they can grow their careers without leaving your office.
- Set performance-based incentives. Implement bonus structures or other incentives tied to individual or team performance. Team incentives motivate your staff to work towards common goals and foster accountability.
- Recognize and celebrate success. Be sure to acknowledge your team members’ achievements and hard work regularly. You can do this with verbal praise, written notes, or small tokens of appreciation, like dental assistant gifts. Celebrate milestones and successes together to create a positive work environment.
Offer Flexible Payment Solutions
The high cost of dental treatments can cause patients to delay or cancel procedures they genuinely need. It can also keep you from maximizing your revenue potential. So to accommodate patients, get them the best possible care, ensure their continued loyalty, AND ensure profitability, your dental office management strategy should include various financial options.
These payment options could include the following:
- Accept various payment methods. Be open to receiving payments via cash, credit cards, or checks, offering convenience and flexibility to your patients. Yes, some of these may be inconvenient, carry additional fees, or even present some risk. But the benefits of flexibility far outweigh any negatives over time.
- Implement payment plans. Allowing patients to spread the cost of treatments over time is the easiest way to overcome the most common objections to getting dental procedures. Easy payment plans make dental care more accessible and manageable for patients and help you grow your revenue.
- Customize treatment plans. Design treatment plans that fit patients’ budgets and needs. That may mean breaking out a large treatment plan into several steps and spacing it out over a few months. In the end, it ensures they receive necessary care without financial strain.
- Work with insurance providers. Working with insurance companies is rarely fun for you or your patients. But partnering with a range of insurance companies maximizes coverage options for your patients and widens your pool of potential patients.
- Introduce referral programs and discounts. It’s much easier to keep a patient than to find a new one, even if that means offering special deals to your existing clients to keep them coming back. And encourage patients to refer friends and family by offering incentives, such as discounts, special offers, or even rewards through a patient loyalty program!
Believe in Your Own Potential for Growth
The easiest way to struggle in your business is to focus on the negative. And it’s easy to do because there are challenges at every stage in your growth if you want to look for them.
But as a dental practice owner, a positive mindset plays a significant role in your success. Embrace your positive potential for growth by believing that it’s possible. And then make that possibility a reality by following these tips:
- Set ambitious but realistic goals. Sit down and create clear, achievable, short-term, and long-term objectives for your practice. Break down these goals into actionable steps, share them with your team, and regularly review your progress. If you don’t set goals, you’re almost guaranteed to get stuck with the status quo.
- Stay informed about industry trends. Keep up-to-date with advancements in dental technology, clinical techniques, and best practices. Being on top of innovation allows you to continually improve and adapt your practice to stay competitive in the market. Any slight advantage you can get over your local competitors will help you land and keep more patients.
- Network with peers and mentors. Connect with other dental professionals and seek guidance from those who have successfully grown their practices. Learn from their experiences and apply those lessons to your practice. Consider joining a mastermind group for dentists to meet other ambitious dentists at various stages of their growth.
- Embrace change and innovation. Be open to new ideas and ways of doing things. Continuously look for opportunities to enhance your practice’s efficiency, patient experience, and overall success. For instance, dentists that embraced teledentistry before the COVID pandemic were uniquely positioned to weather the storm thanks to their willingness to be early adopters.
- Cultivate a growth mindset. Everyone needs a dentist, which means there are millions of potential patients out there for your practice. Don’t get stuck in narratives about recession, inflation, or other reasons to believe your business will struggle. Instead, believe in your unique ability to overcome challenges and learn from failures. Encourage your team to adopt this mindset, fostering a culture of continuous improvement and resilience, and you can be successful regardless of what’s happening outside your doors.
Manage Your Dental Office to Unprecedented Success
You can balance operational efficiency with exceptional patient care if you successfully incorporate these seven tips into your dental office management strategy. And you’ll make it possible to create scalable and sustainable revenue growth.
Each of these strategies is important, but none more so than remembering to believe in your potential for growth. There are many ways to fail, but the most certain is to doubt yourself.
Millions of patients are looking for a professionally managed dental office like yours. With dedication and perseverance, your practice WILL thrive, grow, and reach new heights of success.