Your Dental Practice: Software, and Tips How to Run a Successful Practice

Running a successful dental practice is more than just the right dental software.
Sometimes, dental practice management software is just one piece of the puzzle.

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Success and Your Dental Practice

In any significant profession, success doesn't come on a silver platter where dental practice management is concerned. Starting a new business, or rather building a new dental practice is probably one of the greatest professional steps that any dentist takes in his or her career.Unfortunately, a good number of dentists open a new business without having a prior plan of the roles they need to undertake in their business. Usually, understanding your roles in any business is a key foundation to making that business grow and thrive.
Most dentists miss critical steps that could otherwise bring long-term success, not because they lack passion for their career but because of poor planning. For that reason, they fail terribly in their quest to elevate their profession.The techniques and strategies that you integrate to manage your dental office can bring lasting impressions on your patients. Moreover, such strategies may also bring a significant impact on your retention rates.
Owning and running a business in any industry can be daunting. However, it’s quite a good idea to remain organized and understand the best practices that can improve your patients’ experience.

Tips and Tricks for Good Dental Practice Management

Here are some valuable tips and tricks on how to run a dental practice.
Identify your area of specialty
Being recognized as the best at something can really be beneficial in several ways. First of all, it definitely enhances your profitability as you’ll be able to reach a wider niche of patients seeking your special services.
Second, being best known in your area of specialty gives you a credible marketing advantage by creating brand awareness. For instance, if you’re the best at implants and crowns, let everyone know that you’re indeed good at crowns and implants. You also need to prove that you’re really good at it.
After you have identified your area of specialty, tailor all your marketing materials to focus it. This will absolutely increase new clients and word of mouth will spread at an expeditious rate from your existing satisfied clients. And that's what you have to focus on above all else, your clients.  A practice is at heart, a business. Anchored by personnel, dental software, and equipment, it is the patients that make the practice.

Read more on this subject here.
DentiMax, LLC
4115 E. Valley Auto Dr.
Suite 101
Mesa, AZ 85206
(800) 704-8494
http://www.dentimax.com

Dental Practice Software: Prevent Embezzlement

One thing that no dental practice wants to face is the possibility of employee theft or fraud.

A Dental Office also Needs Fraud Prevention

In our last article, we covered the importance of financial records.  One other reason for these records is to track the problem with embezzlement.

How Big of a Threat is Embezzlement to Dental Practices?

When it comes to theft and embezzlement, no one is totally immune.  "Susan Gunn, a national speaker and certified fraud examiner, told embezzlement course attendees at the Chicago Midwinter Meeting, that three out of five professional practices are currently being embezzled.  After the meeting, Susan stated that upwards of 80% of her course attendees currently suspect embezzlement or had recently been embezzled.  'Simply stated,' she said, 'we are in a crisis.'”  If you have ever suspected that something wasn’t quite right with your office finances, there was a good chance that you were right.

Several years ago, I became suspicious of an office manager who worked in one of my satellite offices.  The office’s collections were way down and I was concerned.  After reviewing the software’s appointment book, it appeared that the office manager was under collecting for my associate’s work.  I noticed that completed procedures that appeared on the appointments were, in some instances, missing from the ledger.  This was especially true for the “cash” patients.  I then pulled my associate dentist’s progress notes and verified my suspicion.  There was a huge discrepancy between the work my associate had recorded in his progress notes and the work the office manager had recorded in the ledger.  I next printed an audit report which informed me that my office manager was also deleting cash payments and then reentering these payments at lower amounts.  Hoping that she would make a voluntary confession, I asked why she had failed to enter certain procedures and why she had deleted cash payments from the software.  She then surprised me by providing a very detailed and lengthy explanation, addressing all of my questions.  I wanted to believe her, but I could not ignore the information the software provided.  And so, I called the patient and informed her we were auditing our books – the patient confirmed all of my suspicions...

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DentiMax, LLC
4115 E. Valley Auto Dr.
Suite 101
Mesa, AZ 85206
(800) 704-8494
(480) 396-1798
http://www.dentimax.com

Dental Office Management Principles

Some principles of management are universal, however, with dental office management, there are some additional considerations...

Dental Office Management: Theory and Practice

Dental office management is all about adaptability.  Some dental offices are run very strictly.  Customers pay onsite and when services are done, no exceptions.  However, there is a unique challenge where dentists are concerned.  For one thing, dental insurance only covers so much of a procedure and as such, it leaves a lot on the customer.  Look at dental implants for example.  They can run, in some cases, as much as $10,000 a tooth.  As a rule, most people don't have that kind of money lying around.  The clinics that take a harder line with financial matters often have a small patient base.  This is both a plus and a minus.


A small patient base usually means these are core customers that keep the practice liquid.  Without adding new patients, however, a dental practice will lose patients.  Job changes, death, financial changes, insurance changes, and many more reasons cause patients to stop coming to the practice.  Pretty soon, the dental clinic may find itself in financial difficulties or may even close it's doors.  So, where payments are concerned and where patients are involved, the practice must balance getting new patients while keeping the old ones happy customers that return to the practice, as well as being gateway patient.  A gateway patient is a customer that brings in other patients.  They are the sort of patient that makes dentists salivate.  They hae a lot of friends and family, and don't hesitate to tell them all about their visit to your practice as well as your And a dental practice must also know when to arrange a payment play and when to avoid it. 

Dental Office Management:  Your Patients are Your Customers

It may seem odd to a dentist, but patients should be considered more than patients.  They should be considered customers as well.  As a result, they have to be treated well, or they will shop for another dental practice all too soon. 


So remember, there is a lot at stake with your practice.  It is your livelihood and the livelihood of those who work for you.  As such, learn best practices as well as  principles of how to manage a dental office, and your practice will prosper.  Hopefully this will give you some practical advice on how to run a dental office.


DentiMax, LLC
4115 E. Valley Auto Dr.
Suite 101
Mesa, AZ 85206
(800) 704-8494
(480) 396-1798
http://www.dentimax.com

Dental Practice Management: An Insider's Guide

A website is a key part of any business, but especially for a dental practice. Yet it is surprising how few practices have a dedicated web presence.

Dental Practices Need to Be on The Web

Why a Website is a Crucial Part of Dental Practice Management

Do you know what a website's main function is?  When you take away all of the videos, photos, bells, and whistles, a website's main function is to provide information. What information?  Well, for one, what hours is your dental practice open?  What are your policies about walk-ins and new patients? All of this can be found at a glance or with a couple of clicks of a potential patient's mouse.  

In addition to dental practice management software, a website is a requirement for any serious dental practice.  Don't believe us? Well, read this article excerpt from the ADA website with Dr. Rickey Farmer of Somerset Kentucky:


"Q: Remember not too long ago when all dentists had to do to market themselves was put an ad in the Yellow Pages? Dentists are now challenged with managing an online presence and a brand. Tell us how you have developed your marketing strategy and vision for your practice.


Dr. Farmer A:  I used to have a Yellow Page ad, and this is my first year without one. In my opinion, every dentist should have an Internet presence. Dentists who don’t have a website are communicating a lot about their commitment to technology and service, and I believe it can really turn patients off. A Web presence has to be accessible and attractive. Back in 2003 we had a very simple website, really just a landing page. The plan was to develop that further, and I knew I wanted to do more on so many levels. I did a lot of research on Web design, and I chose to work with PBHS based on the dental specific content they could offer me, specifically the videos. They know the industry better than anyone. As soon as I signed on, my website went from almost nothing to state-of-the-art." [READ MORE]

Managing a Dental Practice:  Cast Your Web

Even though computer skills are a much different skill set than being a dentist, a lack of a website sends a message to potential patients.  Whether or not you intend to, it sends the message that you don't care. It also says that you don't know how to manage a dental practice.

So remember, even dentists have images that they have to keep.  And one way to keep that image? Get a website.  Then you're on the way to practical dental management.  

DentiMax, LLC

4115 E. Valley Auto Dr.

Suite 101

Mesa, AZ 85206

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Dental Office Management Principles

Some principles of management are universal, however, with dental office management, there are some additional considerations...

Let Us Show You How to Manage Your Dental Practice

Dental Office Management: Theory and Practice

Dental office management is all about adaptability.  Some dental offices are run very strictly.  Customers pay onsite and when services are done, no exceptions.  However, there is a unique challenge where dentists are concerned.  For one thing, dental insurance only covers so much of a procedure and as such, it leaves a lot on the customer.  Look at dental implants for example.  They can run, in some cases, as much as $10,000 a tooth.  As a rule, most people don't have that kind of money lying around. The clinics that take a harder line with financial matters often have a small patient base. This is both a plus and a minus


Without adding new patients, a dental practice inevitably loses patients.  Pretty soon, the dental clinic may find itself in financial difficulties or may even close it's doors.  So, where payments are concerned and where patients are involved, the practice must balance getting new patients while keeping the old ones happy and return customers. And a dental practice must also know when to arrange a payment plan and when to avoid it.  

Dental Office Management:  Your Patients are Your Customers

It may seem odd to a dentist, but patients should be considered more than patients. They should be considered customers as well.  As a result, they have to be treated well, or they will shop for another dental practice all too soon.



So remember, there is a lot at stake with your practice.  It is your livelihood and the livelihood of those who work for you.  As such, learn best practices as well as principles of how to manage a dental office, and your practice will prosper.  


DentiMax, LLC

4115 E. Valley Auto Dr.

Suite 101

Mesa, AZ 85206

(800) 704-8494

http://www.dentimax.com

What Skills Does a Dental Office Manager Need to Have?

What skills does a dental office manager need to have?  He or she needs to have all of the skills necessary to free up the dentist for doing what's in their primary skill set. 

A dental office manager frees up the dentist to do their job 

What Skills Does a Dental Office Manager Need to Have?

Let's face it.  A dentist's job isn't easy. A dentist must focus their efforts on braces, teeth cleaning, and cavities.  With some dental practices being extremely busy, it doesn't leave a lot of time for administrative work.  With that said, who does the dentist turn to? Why, the dental office manager of course. 

A dental office manager must make sure that the practice runs smoothly.  That includes coordinating all the support personnel from the dental billing assistant to the dental hygienist.   A dental office manager also has to determine what equipment and software to buy, as well as mundane tasks such as stocking the office supply cabinet, working with suppliers and vendors, and also scheduling.   

What Sort of Education and Experience Does a Dental Office Manager Need?

The most important thing for a dental office manager to have above education is experience or related experience.  As far as education, it depends on the practice.  Some places want a GED or a high school diploma.  Other places want that plus a couple of years of college. 

In addition to some basic familiarity with dental procedures, a dental office manager needs management skills, customer service, billing, and of course how to run office machinery such as the computer and the software in it.  A dental office manager needs to be able to communicate effectively, both in written form as well as verbally.  Managers of dental offices also need some understanding of basic health and safety rules, particularly in light of the business being medical in nature. 

Above all else, a manager will need to figure out a balance between how to run the dental office efficiently and the needs of the dentist, the patients and the staff.  That's how to run a dental practice. 

For more information on how to run a successful dental practice, be sure to read part one and part three as well.  

DentiMax, LLC
4115 E. Valley Auto Dr.
Suite 101
Mesa, AZ 85206
(800) 704-8494
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Dental Practices 101

When you take away the medical component, a dental practice is at heart a business.  And like a lot of businesses, there are several components that work in conjunction with each other.

Knowing how to run a dental practice is all about the details|
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Don't Forget Your Dental Hygienists

Do you know what helps to drive your dental business?  Well, in addition to your patients, obviously, a big source of revenue for your business is your dental hygienists.  A hygienist does a lot of stuff that the dentist doesn't do, such as cleaning and initial assessments. 

In addition, a dental hygienist handles periodontal administrative work such as charting and updating patients records. 
It is crucial that hygienists provide a face to the business in case the patient is not there to see the dentist.  One skill a hygienist must have is soft skills such as care and empathy towards the patients. They also have to work well with the next component of the practice: the dental front office.   

How to Run a Dental Front Office

There are several components that have to be in place in any business.  If you want to know how to run a dental front office, you have to make sure that you have three key components.  These components are: equipment, personnel, and customers.  The customers are easy, they are your patients.  The equipment is everything from the brand new digital X-ray machine you've just put in, your chairs and dental tools, as well as everyday things such as telephones and computers.  As for the personnel, that's easy.  You obviously need a dentist who is the center of the practice.  You need dental hygienists, as we covered above, and tying all of it together, you need someone who knows how to run a dental front office, namely a dental office manager.  

A dental office manager may or may not have dental experience.  Their key strengths lie in the administrative area.  They are the link in the chain that you can never pinch pennies on.  In part two of this article series, we will cover skills of a dental office manager as well as those of a medical billing clerk.

For now, know that a dental practice is a chain.  You need all of the links working together to increase your profitability.  You also need all the right equipment.  And above all else, you need good people.  Then you are on the way to running a successful dental practice.  

For more information on how to run a dental office, please read part two and part three of this series as well.  

DentiMax, LLC

4115 E. Valley Auto Dr.

Suite 101

Mesa, AZ 85206

(800) 704-8494

http://www.dentimax.com

Tips to Run a Dental Practice Part 2

Part two of our series explores more tips to run a dental practice.  The next thing you want to work on now that you're established is your people skills.

Dental Practice Management:  Play Nice

Run a Successful Dental Practice  | (800) 704-8494

A dental practice depends on having patients.  You're a dentist, so you have skills in dentistry, but did you know what can sink a practice?  Poor people skills combined with perception.  If you are extremely hard on your employees, they will leave at the first, best opportunity.  If you are unpleasant to your patients, then behold the power of negative reviews.  Here's a math problem for you.  What does one dissatisfied patient equal?  Ten dissatisfied patients.  Why?  Word of mouth.

If you find any negative reviews about your practice online, make sure to respond to them quickly and professionally or you could find your search engine rankings dropping.  Remember, your patients are more than just patients, they're your customers and as such your income.  Make sure you are including good customer service as part of your practice.  Be empathetic towards your patients, and listen to them.  And remember it isn't just your patients and staff that make your practice do well.

Effective Business Communication

Be fair with all of your vendors from the vending machine guy to the plant lady.  The nicer you are to them, the more likely they are to consider you when they need dental work done, or even recommend you to their family and friends.

So remember, you want a balance between business and people.  You want to be profitable, but not at the expense of other people.  This balance is one key part of any successful dental practice.    

For more information on running a dental practice, be sure to read part one and part three as well.

DentiMax, LLC
4115 E. Valley Auto Dr.
Suite 101
Mesa, AZ 85206
(800) 704-8494
(480) 396-1798
http://www.dentimax.com

Tips to Run a Dental Practice Part 1

Running a dental practice is not as easy as people may think.  Even though there is obviously a medical component, a dental practice is in short a business.  This article will explore some things that help dentists do well.

Dental Practices and Business

The dental practices that do well are the ones that know that at their core they are a business.  a compassionate business perhaps, but a business nonetheless. First off, there is the financial side. A well run dental practice goes with the best bank for their business needs.  Don't go for the glitzy bank, go for the one with low fees, low-interest loans, and free direct deposit for you and your employees. You should make your bank work hard to keep you and your business.  Speaking of business, make sure you make the right connections.

Meet with a small business networking group or a development center in your area.  They will help you with some vital must have items like starting a business plan.  Make sure you network extensively.  The right connections mean business opportunities. Not networking means you'll have to have a much more lucrative business model.  As for running the business itself, that's where logistics come in.

Dental Practice Management and Picking Your Software

You want to make sure that you don't scrimp on your equipment for  your office.  Make sure you don't get a computer that was new a decade ago, or buy an x-ray machine from eBay.  And you want to make sure that you have software to run your dental practice.  You also want to make sure you not only have a filing system, but that it makes sense as well.

A lot of successful practices even have a business manager who is separate from the dentist.  So remember, make sure that if you have a dental practice, you are ahead of the game, and not behind it.

For more information on how to run a dental practice, be sure to read part two and part three as well.

DentiMax, LLC
4115 E. Valley Auto Dr.
Suite 101
Mesa, AZ 85206
(800) 704-8494
(480) 396-1798
http://www.dentimax.com