Your Collections Will Skyrocket With This Advice

Tiff and Dana take a close look at a practice that wanted to get a handle on its growth. They discuss knowing numbers inside and out, forming a growth plan, keeping your team involved in any expansion.

Episode resources:

Subscribe to The Dental A-Team podcast

Schedule a Practice Assessment

Leave us a review

Transcript:

 

The Dental A Team (00:00)

Hello Dental A Team listeners. I am just so excited. It is Friday today. I don't know what day you're listening to this or what day it will drop, but you know, these are prerecorded. are not live. So that is not a shock to you. This Friday is almost ending. I think we've got a couple hours left under our belts for both of us, but I get to end it with Ms. Dana and I have missed you, Dana. I was on vacation last week and I feel like I barely saw you the week prior. And then this week has been crazy for both of us and

 

I love our time together. think I scheduled this extra time just to chat next week because I miss you so much. So, Dana, you're rocking this outfit today. I told you that this morning on our morning huddle. Yes, we do morning huddles. And this cut you've got on your hair, I've told you already, but I freaking love it. You look stellar today. So welcome to Friday, Dana. How are you?

 

Dana (00:51)

Doing good. I'm excited to end, well, almost end my day with you two. I'm excited. I know we probably don't want to get into it on this podcast, but I can't wait to hear about your trip. And, you know, I'll take as much tip time as I can get. So I'm super excited to be here and to be able to chat with you and to maybe help some people too while we're at it.

 

The Dental A Team (01:13)

⁓ thank you. Thank you. know I did. I scheduled our time next week and I was like, that's our catch up time. But I can say I did figure out I know you recently went on a cruise. ⁓ I am not a cruiser. It's not my jam. So I figured that out. But it was a great sampler platter and I fell in love with Italy. So we'll say that and I've got a lot of stories. I literally yesterday I was like, I need to like, type these out or write them in a journal or something because you know, in 10 years, I'm gonna forget half of them and there are just so many stories out of

 

the nine days that I was gone. So I'm excited to chat with you. And we can share our cruise stories, I guess, right? They're wild. Cruises are wild. Cruise people are a little wild. If you're out there listening, like you're a little wild. I don't know about these 11 PM, like bingo nights and stuff. I'm like, guys, it's wild. But here we are.

 

Dana (01:59)

Yeah. I left mine

 

feeling like you. not necessarily, I don't think that like I put it at the top of my list. Would I do another one maybe? But I don't think that it's at the top of my preferred methods for traveling.

 

The Dental A Team (02:15)

Same, same,

 

same. But you know, Vegas isn't on my top list either. And it kind of felt like Vegas on water. So maybe it's me. I said 10, 15 years ago, you know, in my young years, I would have been all about it, you know, and I would have stayed up all night and gone to Rome the next morning. But at the age that I'm at now, not so much, not so much. I'm tired. My kid puts me to bed every night at like 8.15. He's like, all right, mom, we're part and ways. I'm like, you're right. I'm falling asleep on the couch. Let's go. So.

 

Dana (02:43)

you

 

The Dental A Team (02:44)

Anyways, anyways today, ⁓ Dana, I'm here to pick your brain. You've had, you've had monster success. think all of our consultants have had a lot of success, but you've had some pretty monster success with a few practices that you've got a load of practices under your belt, ⁓ over the years and currently working with quite a few rock stars and some that have come back around because they miss Dana so much. So, you know, if you're out there and you're missing Dana, you guys, she's still here.

 

We love her and we're keeping her. She's not going anywhere. But you have actually worked with, ⁓ a few of us have worked with clients out of the country too. And you specifically, you've worked with a handful. I think you've probably worked with more than any of us have out of the country. So today's conversation is kind of fun because it is chatting a little bit about somebody who's out of the country, like their successes that they've had. not in the United States, but.

 

for one, kind of notifying everybody out there, especially our Canadian listeners here. We do work with clients in Canada all the time. And Dana is actually a super stellar. She's trained a lot of us on a lot of things she's learned. And we've all been able to really kind of figure out how to manipulate some of our US standards and our ideas and our protocols and really translate them towards Canadian. And I think the biggest pieces in the Canadian world there are the billing.

 

and the way the claims go out and the things that you're able to build and collections processes, things like that. But we've kind of got that down. Dana did a ton of work with this practice in regards to that. So today's actually super fun because it's also really cool to see, I think Dana, I think it's awesome to see that like business is business. I say that all the time, like I don't care what your company is. We've worked with CPAs, we've worked with ⁓ podiatrists, we've had...

 

you know, chiropractors that we've consulted because business is business protocols or protocols. So it's really cool to see that even dentistry outside of the country, so many of the systems and the protocols that we use every single day that I would say some of us take for granted are totally transferable. So today's conversation, I really wanted to dive in and kind of pick your brain, on how this client was able to see so much success. They were really, they're really a fantastic client. And I know that they implement really well.

 

⁓ And that's a huge piece of the success, you guys. If you come and we give you the tools and you don't implement them, I can't do it for you, right? So Dana, I know this client does really well in that aspect, but I mean, you took them, I mean, I'll let you tell the story, but their production, their collections kind of skyrocketed once you started really cleaning up some of those systems. Where do you feel like was the best starting point? Like I know you had like Keaton on,

 

on some things we always do, what was our journey like?

 

Dana (05:32)

⁓ The first thing is this office came in and they were they were doing well, right? They weren't sure how well they were doing though. So we really really started with numbers. ⁓ Knowing numbers inside and out, knowing expenses inside and out, knowing what goals should be. ⁓

 

you know, even knowing where payroll expenses were sitting and things like that. So it first first started with number review. So that we basically knew how well they were doing to be able to kind of put projections in place and look at growth trajectory and talk about like what growth should be or could look like. But it started really with honing in on those foundations and getting the doctor to understand.

 

their numbers and what they were telling them as far as ⁓ growth and opportunity that there were for the practice. So we really, really started in with that. We did create a scorecard so that they could look at numbers every ⁓ month. We looked at trends together and really, really got them comfortable in what the numbers told them. then it was like, okay, I'm ready for the growth, right? I can see, I think some doctors come in and it's like, well, I feel like I'm doing okay. And I feel like I want to grow, but I actually don't know if I can grow.

 

because I don't know like what my foundation is. So that was really, really eye opening. The other thing was this doctor was working a ton of time and didn't necessarily have any time to work on the business, right? It was always working in the business. So then it was taking the numbers and creating a plan to work them out of the business at least one day a week ⁓ and to also then create some admin time.

 

within the rest of the week. getting them to have those pieces really allowed for them to have discussions on what a growth plan.

 

looks like and it kind of helped us take off from there. So looking at the numbers, we realized, you know, the number of patients that they had, he really couldn't serve on, you know, solo. So then we started looking at associates and bringing in associates to the practice. And then when associate schedules started to get full, was like, what's next? And so then it was adding surgery services and sedation and getting hospital days. And so it was really, really fun. And then we got to a certain

 

point of growth and it was like, this is so much for me to manage. And then we built a leadership team. So there was just a lot, a lot of pieces that happened. ⁓ But honestly, and truly practice came in at about 3.2 million and was projected to end that year at five. Right. So it was a ton of growth, but it honestly and truly started with knowing the numbers and knowing where the potential was and what we needed to do, what levers we needed to do to pull to make growth really happen.

 

The Dental A Team (08:02)

Well.

 

Mm-hmm. That makes sense. makes so much sense. So the projections and that growth plan that you did with them, how did you project that? So to know that you could take them from that 3.2 that they probably didn't even know they were accomplishing. It sounds like they were successful, but like you said, they didn't know their numbers. They didn't know how successful, which happens, think, a lot for our clients. We attract clients who are doing well and just don't know the space that is left to target.

 

So how did you help them find that within that growth plan?

 

Dana (08:47)

Yeah, we first started just looking at like patient number because it was feeling like yes, they were doing well, but you know being like schedules were jam-packed. So looking at active patients and actually saying hey you do need to actually grow your hygiene department.

 

right? So to be able to serve the patients you already have within the practice. So then we really honed in on how many, how much hygiene time do we actually need, right? For this practice. And then looking at, and this is one thing that like where Canada does differ in their billing, especially for hygiene, they, can bill for time, right? We bill for services in the U S they can bill for time. And it does still illustrate a point though, that when we're billing for what we're doing time or not time, right? It's important. So making sure that there are standard billing.

 

and for the US, right, it's not necessarily billing, it's actually like perio and what we recommend in the time that we have with the patient, but really getting them calibrated on that and really getting them all moving in the same direction.

 

And then I was expanding the hygiene department. Once we've expanded the hygiene department, then we needed the providers. We needed the providers to do the restorative dentistry since we expanded the hygiene department. So we really started with hygiene and started with adding hours there, really making sure that we fine-tuned the billing process so that, know, hygienists were producing really what they should be producing for their time. And then adding, again, the doctors in there for the restorative that came out of hygiene was just kind where we started.

 

started.

 

The Dental A Team (10:16)

Awesome. And it sounds like they were at a space then where I think a lot of doctors get to, or a lot of practices get to where it's either I'm good and I'm going to like steady eddy this and I'm just going to, I'm going to stay where I'm at, or I want to continue growing. And I think a lot of doctors get to that space and they think I'm supposed to continue growing. And that's not a hundred percent always the case. It's not necessary. You should continue to grow to keep up with inflation.

 

obviously, but I think ⁓ something that needs to be said is you don't have to add more hygiene. You don't have to add more doctors. You don't have to do all of those things. But if you want to continue to grow, you want to continue to see those ⁓ numbers increase the way this practice is did, that's a great step to take. And being able to first see all of the patients that you have currently, ⁓ not even including, it sounds like any new patients, we're just

 

trying to handle the current load, I think is fantastic. And then like you said, it sounds like you did a decent job really honing in, not just the billing, because we want to bill for time, right? I get that. But also honing in their peri-o protocols. while you're increasing, well, we added, you know, added associates. But while you guys were increasing the value on the doctor's side over there, you made sure, it sounds like that.

 

hygiene was able to keep up with the increased production on the doctor side. And I think that gets missed a lot, Dana, where it's like skyrocketing doctors and we're like, why is hygiene at 12 % of our production now? Well, because we forgot to focus on them. And I think that's something you guys did really well. And I'm sure your hygiene background helped you see that this is an important space. those perio protocols really, really helped, I'm sure. And how did their team do?

 

Dana (12:05)

Mm-hmm.

 

The Dental A Team (12:07)

A big scare I think doctors have is getting hygienists on board. Our hygienists have a scare of maybe changing their thought process on a lot of those pieces. How did this practice do with implementing those changes in their period department?

 

Dana (12:22)

They did a really, really good job, but I will say when we decided to kind of tackle that, we really booked out a set of meetings where they really were able to work through it, to look at each other's patients, to look at what each other built, to look at what each other did for those patients, to pull x-rays and FMPs and all of those things and really work through it together and really calibrate. ⁓ They had a series of, I think,

 

monthly meeting for four months and really really work through it together as well as at that point we had a leadership team and so having the lead hygienist really double check those things and have conversations with

 

you know, some hygienists initially took it on really strong and they did really well. Other hygienists didn't do quite as well, quite as fast. And so just having individual conversations, using some of the other hygienists as examples, and really letting those that were really strong give verbiage tips, give billing tips, give all sorts of tips to the hygienists who weren't as strong. And they really, really leveled up and learned from each other, which I was super proud of them for.

 

The Dental A Team (13:28)

That's awesome. That's awesome. So the planning and the prepping, I think, is key and having those initial conversations, but then also having follow up. Because I'm sure some of those conversations were, like you said, seeing the other patients and being able to see those spaces. But I'm sure some of those conversations were like, how did this go for you? And what was your case acceptance? Or how many times have you talked about it? And how did that conversation go? And really kind of batting ideas back and forth. And I would venture to say you probably also

 

had those meetings set up for the doctors too, where they're calibrating. You've got your owner doctor and your two associates who are calibrating, especially as you brought on more dental surgeries and, you know, it looks like you guys worked on hospital privileges and all kinds of things for them. But I assume based on what I know is that those doctors had to calibrate as well. So he's not only training doctors, training hygiene, but they're all kind of training each other. Is that what you saw?

 

Dana (14:27)

Yeah, it was. And that's why we really put leadership meetings in place. ⁓ And the cool thing about this growth, like you said, you get to a point where you kind of have to choose, right? Do you want to stay where you are? Do you want and he didn't want growth, right? But he didn't want to necessarily take on more dentistry. And I think that was a key thing to really talk about is what does that long term picture for you look like so that as we build it, gets you to those points. And so we knew it meant bringing on other doctors, we knew it meant expanding services in some ways to get them

 

massive amount of growth that was wanted, but without it being him, right? Because, like, young kiddos family, like wanting to just prioritize that and have days away and, you know, totally understand that but how can we still have growth and have that happen?

 

The Dental A Team (15:03)

him. Yeah.

 

Mm-hmm, that's awesome. That's awesome. Now within that growth trajectory, and I know we have a lot of team members that listen, not only is this helping the doctor and the practice and the associate dentist and all of these different pieces, but it's also helping the team because I think when you have, that kind of a growth trajectory for a practice and you've got a growth plan set, you've got the goals set, this also trickles down into the growth of the team.

 

Right. And so I think something you mentioned, right, was the leadership team. so one, you don't always have to have a leadership team in place before you have the growth. First of all, because I think a lot of people are wondering like, what's the chicken? What's the egg? Which comes first. And it doesn't, it doesn't really matter. It doesn't, you can have one, but you don't have to wait for the growth. You don't have to until you have one. Right. But part of that growth trajectory and the growth planning was that leadership team.

 

Right? And so did you kind of help them timeline that and kind of figure out, well, when you get to this many patients, when you get to this many people, when you get to this, like this is where we need to bring somebody up. Did you help them timeline it and kind of org chart that and like job descriptions? How did you guys work that?

 

Dana (16:26)

Yeah, OrgChart played a big piece in it because we knew like with this kind of growth you're going to need additional team members. I knew Leadership Team was a big piece because it just

 

didn't want everything to fall on owner doctor, right? So yeah, we did. We looked at org chart, we timelines, like when we were going to add new seats to it, what we might need for the future to get there. And that was really fun. Because I think when we build an org chart, we tend to just have it be like, well, what do I have? Right? Who do I have? And what do they do? And I build it based on that versus like, no, actually, what do you mean? Right? And, and what will you need in the near future? It's okay to build an org chart for now and an org chart for the future. And then

 

The Dental A Team (16:56)

Yeah.

 

Yeah.

 

Dana (17:08)

map out how you get there. And so that is definitely something that came into play here and was super impactful ⁓ in the journey.

 

The Dental A Team (17:17)

Mm-hmm. Yeah, I agree. I agree. That's amazing. So if we were to peel this back a couple layers for our listeners today who might be in a space where they're like, gosh, I don't know if I can grow. I have the capability and the capacity to grow? What would you say, Dana, is a first step for someone who's really in that space or even trying to figure out if they want it or not?

 

How did you, like what's that first step look like with your practices that you've worked with or this one specifically that you're like, is where we start, this is how we see that.

 

Dana (17:52)

⁓ I think that first it becomes like the vision. Where do you want to do? What kind of growth do you want if you even want growth, right? And what I mean by growth is like getting bigger, right? Or getting larger. And what are the pieces that you want? And then secondary to that, and I think in conjunction with that, knowing your numbers and where the health of your numbers stands so that we can kind of align those pieces together. ⁓

 

The Dental A Team (18:04)

Yeah.

 

Dana (18:21)

And I think that those are the two key foundational pieces that I think really helped to drive this doctor too.

 

The Dental A Team (18:27)

Awesome, awesome. So it's kind of looking at where do you want to go? And then looking at what you're capable of right now. What have you done? And I think that gap in between, then you have to kind of figure out, well, if we're doing 3.2 now and I want to do 5 million, how do I get that 1.8 in the middle to get to that 5 million? And then that kind of backtracks into, well, how like financially, right? So dollar per hour, doctor's dollar per hour. How many chairs do we have? What's our dollar per chair?

 

per day, what's our daily goals, of figuring that out. And then time-lining, I know that's, you know, I did a ton of time-lining for a practice that just grew like crazy. And I was like, okay, by this point, you're gonna need this many people. But knowing that gap in between to be able to set some parameters to really see how far you can go. ⁓ And I guess maybe action items for today would be.

 

Go look at your mission, your vision, your core values, make sure that you're in alignment still. Those change, you guys, they change constantly. What you wanted 10 years ago is probably very different than what you want today, and that's okay. You don't have to stick with the business plan you set out with when you first started. I think, Dana, you're 100 % spot on. Go look at that mission, that vision, make sure that it is in alignment, and then figure out where do you want to go, and then what does that mean? And if you need help with that, hello at the TheDentalATeam.com., we're always here for you, you know that.

 

But really figuring out what that means and then looking for that gap so that you can project and look to see. There's a lot of prep work that we didn't talk about today that goes into adding associates. So I would hate to blindly walk into anything and just tell people that an associate is a great idea. I don't think that it's a horrible idea whatsoever, but you have to be prepared and there's a lot that goes into that. just build out your plans. If it's something that you look at and gosh, maybe it's 500,000.

 

You want to make an additional million next year. Look at the hours in your schedule. Are you capable of that? And maybe there's some scheduling tweaks that we can make. We have found in many, practices just implementing blocked scheduling increases $5,000 a day. We have seen crazy amounts of money come into the production just by fixing the scheduling. And I think I've ventured to say that this practice had to do some of that as well.

 

and really, really maneuvering what those schedules might look like. this is great, Dana. Thank you so much for all the work that you do with all of the clients that you see, the work you do with our consulting team, and you're constantly finding new avenues and helping us to expand our entire team. So thank you for that. Thank you for sharing this today and just sharing all your love with everybody, Dana. I appreciate you.

 

Dana (21:11)

Anytime, thanks for having me.

 

The Dental A Team (21:12)

Of course, of course. All right, guys, go do the things. Mission, vision, core values, peel back those layers, really look for those gaps. And then I would say look at your open hours. I found a ton of money just sitting there, like, could have been, could have been gotten for so many years for so many doctors that was just open hours and mismanagement of schedules. So double check those things. Drop us a review, you guys. We love those five stars. We love to hear what you loved. We love to hear ideas that you have.

 

You know I always say people really do read those so go do it. And [email protected] we are always here to help you and if you want to sign up for a free practice assessment it's on our website TheDentalATeam.com. You guys we will help you figure out what your next best growth movement is whether it's with us or without us we don't care we just want to give you the tools. So thank you all and I hope you have a great day.