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4 Traits Every Dental Practice Manager Should Possess

dental-practice-manager

A dental practice manager is a very unique position since it often stems from a wide variety of backgrounds. Perhaps you started out chairside, or maybe you got your start working as a receptionist and moved your way up. You may have managed other types of professional offices or companies aside from a dental practice or hold a business degree. Wherever your career path started out, there are some essential traits that every dental practice manager should possess. Do you have them?

Dental Practice Manager Trait Checklist

Are you\’85

Flexible & Understanding?

You need to be able to stay calm in a fast-paced environment and keep your head in the game with multiple projects and responsibilities happening all at once. Having an understanding of operations and extensive knowledge to perform any task at a dental practice is crucial. Whether it is appointment scheduling, data entry or dental patient interaction, you should be able to do it all and with ease.

A Good Communicator?

The ability to effectively communicate is so important to the success of your dental office. As a dental practice manager, you will need to be able to communicate with team members, department heads, dentists and patients. You will have to be able to relay vital information honestly, concisely and constructively. A dental practice manager is also easy to talk to\’97 for both staff and patients alike.

One important aspect of being a good communicator is listening. Make sure you\’92re actively listening and using these 3 important listening skills every day.

An Advocate of Teamwork?

Teamwork is often as crucial as having a dental practice manager to begin with. Front staff and clinical staff need to have continuous and open communication. As a manager, this should be one of your top priorities. By encouraging teamwork in the dental office, you are able to proactively address any issues that may arise and create a better plan for solutions and the results best for the clinic and dental team.

A Leader?

An effective dental practice manager is able to provide direction and guidance while supporting the team in their attempt to accomplish objectives and build constructive professional relationships.

Recognize any of these characteristics in yourself? Possessing these dental practice manager characteristics will skyrocket both your professional success and the success of the practice in which you work.

Stress-be-gone with these 3 remedies for stress relief at work! These tips will help you to go forth and conquer your workday with these tips in your back pocket.

It can be extremely stressful if there are empty dental chairs at your office. Download our 5-Point Checklist to Achieving a Full Schedule here. The essential secrets to successfully filling your dental chairs await!

Team Spotlight: Jordan Shawd

jordan shawd

We are excited to launch a new blog series: The Patient Focus Team Member Spotlight! Every month, you can get the inside scoop on our team and company culture. For our first month, we’re putting the spotlight on Account Specialist, Jordan Shawd. Read on to find out why she loves working with Patient Focus and what’s on her bucket list.

Meet Jordan Shawd

What is your role at Patient Focus?

Account Specialist. I handle the accounts of different dentist and call their patients to schedule their hygiene appointments.

How long have you worked at Patient Focus?

2 years

What are 3 words to describe Patient Focus?

Ambitious, Quality, & Outstanding

Where are you from?

Mesa, Arizona

What is your favorite part about working for Patient Focus?

My favorite part about working for Patient Focus is getting to work with such amazing people every day. We are a great team with the same vision.

What\’92s your favorite aspect of your job?

My favorite aspect of my job is getting to work with different dentists and their patients all over the country and even Canada. Knowing that what we do helps them is so rewarding. This job has made me so interested in the dental world and has taught me so many things along the way. Being part of the growth of this company is such an important experience for me.

Best vacation you\’92ve been to?

A few years ago when I went to the US Surf Open in Huntington Beach. I went with a bunch of my girlfriends and it was the best time of our lives just hanging out on the beach for a couple days.

What book is on your nightstand if at all?

All of my textbooks for school. I am currently studying to get my bachelor\’92s degree at Arizona State University.

What\’92s on your bucket list?

A few things on my bucket list are to travel the world, learn a second language, and learn to play the guitar and piano.

If Hollywood made a movie about your life, who would you like to see cast as you?

Blake Lively, she is one of my favorite actresses and we both have blonde hair!

Do you have a nickname?

Most people call me Jordie or Jords.

Favorite childhood memory

One of my favorite childhood memories is from back when I lived with my cousin for the summer. We were about 8 years old and one summer day we decided we were going to put on a concert. So we made flyers and practiced singing and dancing to all our favorite songs. Then we turned the garage into our stage and put on a concert for all the neighborhood kids. It was such a silly and fun thing we did together that I will never forget.

Favorite movie

All the Harry Potter movies. You\’92re a wizard Harry!

One place you could travel to right now.

I would LOVE to travel to Greece. It looks so beautiful there.

Favorite quotes

\’93Either write something worth reading or do something worth writing\’94\’97Benjamin Franklin

\’93You are the key to your own success\’94\’97Unknown

Biggest pet peeve

When people bite their nails, yuck!

Call Us Today! 888.978.2615 | info@patientfocusnow.com

Team Member Spotlight: Kimberly Winder

kimberly winder

We are excited to launch a new blog series: The Patient Focus Team Member Spotlight! Every month, you can get the inside scoop on our team and company culture. For our first month, we’re putting the spotlight on Relationship Manager, Kimberly Winder. Read on to find out her favorite part of working with Patient Focus and what she did in Yosemite National Park .

Meet Kimberly Winder

What is your role at Patient Focus?

Relationship Manager. I work with offices and affiliates to bring the best service to our clients.

How long have you worked at Patient Focus?

I have worked with Patient Focus since the launching of their service several years ago. My dental office was one of their pilot groups. It was so successful for me that I started working directly with Patient Focus after selling my office last year.

What are 3 words to describe Patient Focus?

Honest, caring, revolutionary

What is your favorite part about working for Patient Focus?

My favorite part about working with Patient Focus is meeting the variety of people in the dental field. I love to see the uniqueness of each office and watch how it thrives when we help put systems in place that make the office more consistent, efficient and profitable.

Best vacation you\’92ve been to?

Paris, France. The country is beautiful.

If you had to eat one meal, everyday for the rest of your life, what would it be?

Tacos, rice and beans

Tell us three things most people don\’92t know about you.

I hiked to the top of Half Dome in Yosemite National Park. You have to try it!
I can Hula dance.
I never say no to a Twinkie!

What book did you last read?

The Richest Man in Babylon. You’ve got to read it, super simple, super profound.

What do you do in your spare time?

Spare time? What’s that? I have 3 kids. At one point I had a hobby of sewing. I love working out everyday.

One place you could travel to right now.

Rome, or Hawaii. I could do Hawaii any day.

Words of Wisdom or a Quote you love.

“If passion drives let reason hold the reins”\’97Ben Franklin

Biggest pet peeve.

Clipping nails in public…gross

Best thing about living and working in Arizona

Practically perfect weather!

Call Us Today! 888.978.2615 | info@patientfocusnow.com

Dental Staff Communication Mistakes to Avoid

A dental office without good staff communication is a recipe for disaster. Effectively communicating enhances success and ultimately overall satisfaction not only in the workplace but in life.

In dentistry, it\’92s crucial to master staff communication in all ways – the relationship between doctor and patient, hygienist and doctor and hygienist and patient, as well as between staff.

Poor staff communication can lead to decreased motivation, increased misunderstandings and even create conflict. These communication problems can trickle down to your patients who can often sense issues even if you think it\’92s only internal.

Quality communication is key to the success of any workplace. Read this blog to improve communication skills to keep your schedule full.

Consistent and effective staff communication in your dental office can be one of your most powerful assets and lead to a fulfilling and successful business.

Avoid these five critical mistakes in establishing effective staff communication.

Dental Staff Communication Mistake #1: Not Being on the Same Page

Huddle up! If you\’92ve been wondering why your dental office isn\’92t producing results, maybe you should consider starting a morning huddle for the ultimate staff communication! Here you can set the tone for the day, inspire and create daily performance outcomes with the entire team. You\’92re able to get everyone on the same page with a morning huddle.

Dental Staff Communication Mistake #2: One-Size-Fits-All Communication

Everyone has their own communication style\’97there\’92s no one-size-fits-all. Some people can get it right off the bat, while others may need a bit more explaining. Take into consideration everyone\’92s different learning and communication styles with a communication strategy that will address them all.

Dental Staff Communication Mistake #3: Not Taming Your Tone

The tone of your voice is always important but especially during stressful times in the workplace. If you\’92re feeling frazzled, you might have an edgy tone. Here\’92s a tone-taming trick\’97before you talk, stop, pause and take a deep breath. Then, communicate what you wanted to say.

Dental Staff Communication Mistake #4: Being a Gossip King or Queen

You never want to indulge in gossip at the dental office, but it can ruin reputations and break trust. You want to be trusted as a communicator and team member\’97leave all gossip at the door and don\’92t partake.

Dental Staff Communication Mistake #5: Not Listening

We often think of effective communication skills being how we speak or write. But listening is the key to all effective communication. Being an active listener means you have the ability to accurately receive and interpret messages in the communication process.

Staff communication is a precious tool in your dental office. When you can avoid these staff communication mistakes, it will benefit your leadership, success and your business!

Are you ready to simplify and streamline your efforts to grow you dental practice? Follow this link to request a consultation with one of our call experts, or call us today at 888.978.2615 and get started in only three simple steps!

Learn How to Get Started

Dental Office Design Ergonomics for Making Patients Comfortable

Let\’92s be real. Dental visits are often associated with apprehension and discomfort. Since there tends to be an aversion to dentistry, it is crucial to create a feeling of warmth and welcome in your dental practice. One of the best ways to do this is through your dental office design ergonomics. Ergonomics includes design factors, as for the workplace, intended to maximize productivity by minimizing operator fatigue or discomfort.

The goal is to make your patient\’92s entire experience from the reception area to the dental chair a calming, inviting and comfortable one. They should feel at home right off the bat when stepping through your front door.

Have your patients ever walked out of your dental office saying, \’93WOW!\’94? Read this blog post to learn how to make your dental patients feel right at home and to create the ultimate patient experience!

Here are 6 things to consider when creating the best dental office design ergonomics to make your patients feel comfortable and right at home.

Seating. Dental chairs are a big part of your dental office design ergonomics. Dental patient chairs should be comfortable, ergonomic, adjustable and durable. The chair should be constructed of high quality materials and provide ultimate comfort and control. Here are some ergonomic guidelines for selecting dental patient chairs.

Colors. Choose colors throughout the office that soothe and help relieve your patient\’92s fear or tension. Here are some quick color tips to consider:

Blue: color of trust and intelligence
White: peaceful and honest
Brown: warm and inviting
Green: soothing and natural
Red: good for accents and to add a little pop, but too much red conveys the message of danger, pain and anger

Lighting. Have light in several different directions to brighten the room\’97not just overhead fluorescent lighting. Use windows if available for natural lighting to make the room seem airy and restful.

Smell. Bleach and anything that resembles an anesthetic smell should be avoided\’97it\’92s a clinical smell. Avoid strong-smelling disinfectants and choose a neutral, pleasant smell.

Sound. Choose reception music carefully. You want it to be quiet and fit the taste of the majority of your patients. Generally a good go-to is classical chamber music.

Keep the elderly in mind. You may need to make some adjustments for your older patients. Make sure your floors aren\’92t slippery and provide standard-height chairs that are firm and comfortable.

Having a pretty office isn\’92t enough. Dental office design ergonomics should be geared to the comfort of your patients to make them feel at ease and entice them to come back again and again.

Providing your patients with a goodie bag at the end of each visit shows your appreciation and furthers the conversation of preventative dental hygiene. Here are 16 goodie bag ideas that you can give to your patients during a visit to your dental practice.

Owning a Dental Practice: Avoid these 4 Pitfalls

Owning a dental practice, or any business for that matter, is no simple feat. It can be easy to get tunnel vision and only focus on the dentistry aspect, but owning a dental practice is just like owning any other business.

You need to consider accounting and finance, marketing, the services you offer and so much more. If you own a dental practice or are considering buying one, you should know about the common obstacles other dentists have faced in their journeys of owning a dental practice.

Here are 4 pitfalls to avoid if you\’92re thinking about owning a dental practice.

Too Little Funding

Just like any other startup, a dental practice needs funding. There\’92s equipment to buy, staff to hire (and pay), and many other expenses to consider. Before you think about owning a dental practice, calculate all the potential costs and expenses and make sure you have enough financing to go into business. You don\’92t want to find out you have insufficient funding after it\’92s too late.

Paying Too Much for an Existing Practice

Instead of starting from scratch, some dentists will purchase an already existing practice. If this is the route you choose, do not try to save money by forgoing using a professional practice broker. You could end up paying more than the practice is actually worth. Appraisers and brokers specializing in dental practices can help guide you in the best direction.

Not Marketing

If you\’92re starting from square one you need a marketing budget. New businesses have almost no brand recognition, so it\’92s imperative that you get your name out there to acquire patients. Try these marketing strategies from dental practice management experts to get started!

Opening Before You\’92re Ready

Do not open your doors for business until you are absolutely ready. The last thing you want to do is jump the gun and have a bad first day. If you and your staff aren\’92t ready, patients will likely have a bad experience. And unfortunately, bad news travels fast. Make sure you\’92re prepared to deliver top notch service on day one.

Owning a dental practice won\’92t always be easy, but you can make it easier on yourself by avoiding these pitfalls.

Want to improve your business? Patient Focus can help your dental clinic find success through dental recall. Contact Patient Focus now to get more appointments.

How to Keep Employees Motivated & Energized in Your Dental Office

howtokeepemployeesmotivated There is one thought that sits in the back of every business owner\’92s head: how to keep employees motivated. Employees are the greatest asset of any company, so it\’92s important to keep them motivated so they perform their best at all times. Do you know how to keep employees motivated?

You might be surprised to find out that financial rewards are not the only means of keeping your employees motivated. In fact, job satisfaction typically depends more on the office environment. Does the team work together well? Do the employees feel appreciated for doing a job well done?

Here are 3 tips on how to keep employees motivated in your dental office.

Give Your Employees the Tools They Need to Succeed

Do not assume that all of your employees have exactly what they need to do their jobs well. They could be missing anything from a specific tool, to training, or simply just support from you or the office manager. Check in on your employees and ask them if there is anything you can do to help them complete a task. They\’92ll appreciate you taking an interest in their work and be motivated to do well.

Communicate

Make an effort to be present and develop relationships with your employees. A major factor in why employees have low job satisfaction is because they don\’92t like their boss or manager. But this doesn\’92t have to be the case. Communicate often with your staff, and create a dialogue where your employees feel comfortable coming to you when they need help. Share goals with your employees so you are all working together together to improve your dental office.

Engage Your Employees

Include your employees in big decision making. Ask for their input on something that might affect the whole office, and use their ideas if you can. Showing them that you\’92re taking their thoughts into consideration will demonstrate that you value them and their opinion. This is a great way to empower and motivate employees.

Job satisfaction can go a long way in keeping your employees motivated. Strive to create and encourage a positive work environment in your dental office because it will help to keep your employees motivated.

Now that you know how to improve job satisfaction, it\’92s time to improve patient experience!

4 Tips to Get Better Dentist Reviews

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We live in a time where even one online review, if it\’92s bad enough, can really hurt your business. But that shouldn\’92t scare you away from Google My Business and Yelp, because managing your online reputation can be a really useful tool in attracting new dental patients and keeping old ones.

If you\’92re ready to take control of what your patients are saying about you and your dental practice, use these 4 tips to get better dentist reviews.

Get Your Patients\’92 Input

Talk to your patients and find out if there\’92s anything about your practice that can be improved. Allowing your patients to give their input on what could improve is a great way to change your practice for the better. People like to be heard, and when you take their thoughts into consideration, they\’92ll notice! And hopefully write a positive dentist review.

Ask for a Dentist Review

It never hurts to simply ask! Have your staff ask your patients if they had a good experience after their appointment is complete. If they say yes, your staff should ask the patient to write a dentist review. The worst that can happen is the patient declines. But if they agree, that\’92s another positive dentist review contributing to your online reputation.

Respond to the Dentist Reviews Out There

If you\’92re using a platform like Google My Business or Yelp, you have the opportunity to respond to your patients\’92 reviews. If the dentist review is not so positive, let the patient know that you\’92re sorry, and that you\’92ve heard their complaint. Then put your words into action! Change what needs to be changed in order to prevent that patient\’92s poor experience from happening again. If you need help responding to a negative review in a positive way, use these tips.

If there are positive dentist reviews, thank the patient for their kind words. Acknowledging your patients\’92 feelings will help you improve your practice and acquire more positive reviews.

Make it Easy

Some patients won\’92t want to go out of their way to provide you with a dentist review. So make it easy for them! Send your patients an email after their visit. The email can thank them for coming in to see you and segue into asking them for a review. Providing the link for them will increase your chances that they write a dentist review.

Just about everyone is online nowadays. Which means when prospective patients are looking for a dentist, they\’92ll see what your current patients think about your service. Use these tips to build a positive online reputation for your practice.

Want more dentist reviews? Improve patient satisfaction with these 3 tips!

Listening Skills \’96 A Lost Art in the Dental Office

listeningskills

We were all told as children to \’93be good listeners.\’94 This is because listening skills are something that serve us throughout the course of our lives. However, more and more these days our listening skills are deteriorating. With the recent surge in technology, it\’92s become commonplace to see someone \’93talking\’94 to another person with their face buried in their phone or computer than seeing two people fully engaged and listening to one another. So what makes listening skills so important, especially in a dental office?

In a dental office it\’92s important to listen not only to your employees and coworkers, but your patients too. Everyone deserves to be heard and understood. Not listening carefully to what others tell or ask of you can result in unfortunate situations. If you fail to listen to your coworkers, an important task might not get completed. And if you don\’92t listen to your patients, you could have an unsatisfactory visit on your hands.

Here are a few ways you can improve your listening skills in your dental office.

Be In the Moment

Even without technology, it can be easy to get distracted when someone is talking to you. If you find it annoying or disrespectful when people aren\’92t paying attention to you when you speak, odds are they find it annoying and disrespectful when you do it. Be present when someone is talking to you so you are ready to listen.

Don\’92t Talk

It can be difficult, but fight the urge to jump in and talk when someone is speaking to you. A lot of the time people just need someone to listen to them. So just listen.

Use Body Language

Show the person you\’92re listening by using body language. Nod your head when appropriate, and most importantly, maintain eye contact. This will demonstrate that you\’92re really listening to what they\’92re saying and that you\’92re not distracted.

Having good listening skills is key to being an effective communicator. So next time you\’92re at the dental office, make sure you\’92re actively listening to you coworkers and patients. They\’92ll notice the difference and you will too.

Want to fill your schedule? Learn how to improve your communication skills!

How to Get Word of Mouth Referrals for Your Dental Office

While your dental office can make great headway marketing through digital media, it\’92s hard to beat a good word of mouth referral. We see ads and receive newsletters all the time with enticing images and catchy slogans, but nothing beats your best friend telling you that they had a great experience with any given product or service. Why? Because we can trust our friends. In fact, 92% of people say a word of mouth recommendation is the reason they buy a product or service.

So how do we increase the number of word of mouth referrals we get? It\’92s certainly not something you can buy like traditional marketing or advertising services. But there are a few things you can do to get those word of mouth referrals flowing.

Try these 3 tips to get more word of mouth referrals for your dental office.

Incentivize Your Current Patients

If you want your patients to start making word of mouth referrals, offer referral bonuses. For instance, if a current patient refers a new patient, send them a $5 gift card. The reward can be whatever you want it to be, but making it worth their while will encourage patients to start referring you to their friends.

Give Them Something to Refer

Your patients aren\’92t going refer their friends to you for no reason. Ensure that every patient\’92s experience is a great one so they have a reason to make a word of mouth referral. Going the extra mile by following up with patients after procedures, or even just making their overall experience an amazing one can go a long way in getting people to speak highly of your dental office.

Just Ask!

If a patient is leaving the office after having a good visit, kindly ask that they spread the word about your practice. More often than not they will be willing to help out. It never hurts to ask!

Word of mouth referrals are very effective. Try these 3 tips to increase the number of word of mouth referrals for your dental office.

With all the new patients you\’92ll be getting from the word of mouth referrals your practice will be very busy. Improve productivity in your dental office with these three tips!

Get Started Today

Get Started Today