If you are hiring new team members with no Dentrix experience, this podcast with my special guest, Sadie Stewart, will help give you some much needed resources.

Our membership has many on-boarding tools for you and your team, check it out here:  https://membership.novonee.com/membership

Novonee on the Go - podcast for Dentrix users

#19 - On-Boarding new team members with no Dentrix experience

Where in the @#*~& can I find the most accurate accounts receivable number in my Dentrix software? Giggle . . . I hear that all the time. Well, maybe not with the cussing, but I know you are all thinking that. There are many places in Dentrix that will give you numbers and show you an ending balance. The question is, “What do all these numbers mean to me” and “Are they accurate?” 

Take a deep dive into your accounts receivable with my online course: https://novonee.com/store/

#26 - Where is my accurate A/R in Dentrix?

Summary

In this conversation, dental practice management expert Dayna Johnson discusses the importance of documentation in dental malpractice cases with Dr. Mitchell Gardiner and attorney Ryan Donahue. They emphasize the significance of dental records in supporting the standard of care and defending against malpractice claims. They also discuss the impact of electronic communication on documentation and the role of dental hygienists in thorough note-taking. The conversation highlights the importance of comprehensive and accurate medical histories and the need for regular updates. The speakers also stress the significance of informed consent discussions and the documentation of these discussions in protecting dentists from negligence claims.

Chapters

00:00 Introduction and Background
01:03 Introduction of Special Guests
03:02 Importance of Dental Records in Malpractice Cases
04:00 The Role of Documentation in Malpractice Defense
05:22 The Impact of Electronic Communication on Documentation
06:21 The Difficulty of Answering Questions without Documentation
07:45 The Importance of Thorough and Accurate Medical Histories
09:13 The Role of Dental Hygienists in Documentation
10:35 The Significance of Medical Histories in Dental Malpractice Cases
12:28 The Importance of Reviewing Medical Histories at Every Visit
14:49 The Frequency of Updating Medical Histories
17:22 The Role of Technology in Medical History Documentation
19:27 The Importance of Reviewing Online Health History Forms
21:22 The Significance of Informed Consent Discussions
22:49 Determining the Need for Informed Consent for Different Procedures
24:40 The Documentation of Informed Consent Discussions
26:29 Conclusion and Final Thoughts

Contact Dr. Gardiner directly on LinkedIn https://www.linkedin.com/in/mitchell-gardiner-90778341/

More free resources:https://novonee.com/media/

#95 Protect your doctor from in a lawsuit with Dr. Mitchell Gardiner

Dalton Handy, VP of Marketing for GoTu, discusses the rebranding of the company and the reasons behind the name change. He emphasizes the importance of company values and how they shape the culture and success of the organization. Dalton also highlights the customer support provided by GoTu and the plans for expanding their services. He explains the fill rate and how GoTu makes it easy for dental practices to find temporary and permanent employees. Finally, Dalton shares his thoughts on partnership opportunities and the significance of core values in a dental practice.

Takeaways

Rebranding can help a company better reflect its services and differentiate itself from competitors.

Company values are crucial in shaping the culture and success of an organization.

Providing excellent customer support is essential for building trust and maintaining strong relationships with clients.

GoTu's fill rate is over 50%, offering dental practices a reliable solution for finding temporary and permanent employees.

See if GoTu can help your practice fill an opening on your dental team:  https://joingotu.com/

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#101 Company core values with Dalton Handy of GoTu

Dayna interviews Ashley Bond, the Vice President of Dental Billing Operations for Wisdom. They discuss strategies for successful billing practices and working with virtual assistants. The key themes covered in the conversation include communication, transparency, and clear expectations. Ashley emphasizes the importance of effective communication and treating virtual assistants as an extension of the dental team. She also highlights the need for transparency in billing processes and providing regular updates to the dental practice. Lastly, Ashley emphasizes the significance of clear expectations and defined roles and responsibilities within the practice. Overall, the conversation provides valuable insights for dental teams looking to improve their billing practices.

Chapters

00:00 Introduction and Football Talk
03:49 Rebranding and Vision for the Future
05:59 Top Three Strategies for Successful Billing Practices
13:28 Communication as the Key to Success
22:31 Clear Expectations for Roles and Responsibilities
25:29 Conclusion and Contact Information

For more information about Wisdom: www.withwisdom.com/referral/dayna-johnson

Book a call with Ashley: https://calendly.com/ashley_bond/referral-inquiry

More free resources from Wisdom: https://www.withwisdom.com/resources

Book a call with Dayna: https://novonee.appointiv.com/1.9/l/phone/c/one-on-one/a/discovery-call/p/dayna-johnson

If you found this episode informative, give us a five star review on your favorite podcast player.

#102 Top Three Strategies for Successful Dental Billing

In this conversation, Dayna and Claire discuss various topics related to the hygiene department in a dental practice. They start by sharing personal updates and then dive into how hygienists can be proactive in keeping their schedule full during slower summer months. They emphasize the importance of pre-appointing patients and documenting the next visit in clinical notes. They also discuss the need for transparency about practice profitability and how hygienists can take ownership of their chair and contribute to the profitability of the practice. The conversation concludes with a discussion on building up the perio program in a general practice and upcoming topics for the quarter.

Takeaways:

> Pre-appointing patients and documenting the next visit in clinical notes can help hygienists be proactive in keeping their schedule full.
> Hygienists should create value for their time and communicate the benefits of maintaining oral health to patients.
> Transparency about practice profitability and production goals can help hygienists understand their role in the profitability of the practice.
> Building up the perio program in a general practice requires proper diagnosis, coding, and education for both hygienists and patients.
> Upcoming topics for the quarter include setting goals, perfect day scheduling, and clinical notes.

Chapters:

00:00 Introduction and Personal Updates
01:30 Preparing Hygienists for Slower Summer Months
06:13 Documenting Next Visit in Clinical Notes
07:08 Creating Value for Hygienist's Time
08:43 Transparency about Practice Profitability
10:27 Understanding the Importance of Profitability
12:24 Hygienists Taking Ownership of Their Chair
16:36 Scheduling Appropriate Time for Each Patient
22:25 Building Up the Perio Program in General Practice
27:26 Getting Help from Perio Practitioners or Hygiene Coaches
31:04 Upcoming Topics for the Quarter

More free resources: https://novonee.com/media/
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#103 Creating Productive Dental Hygiene with Claire Dickinson

Today, Dayna discusses strategies for keeping the hygiene schedule full during the slower summer months. She emphasizes the importance of reaching out to patients who are overdue and unscheduled, using both automated systems and personal communication. Dayna recommends three reports that can be used to identify and follow up with these patients: the unscheduled list, the continuing care list, and the treatment manager. She also suggests creating a VIP list for patients who are scheduled far in advance but would like to be contacted if an earlier appointment becomes available. Overall, Dayna provides practical tips for maintaining a full schedule and ensuring that patients do not fall through the cracks.

Takeaways:

> Reach out to patients who are overdue and unscheduled to ensure they do not fall through the cracks.
> Use a combination of automated systems and personal communication to contact these patients.
> Utilize reports such as the unscheduled list, continuing care list, and treatment manager to identify and follow up with overdue patients.
> Create a VIP list for patients who are scheduled far in advance but would like to be contacted if an earlier appointment becomes available.

More Free Content: https://novonee.com/media/

Deep Dive into this topic: https://membership.novonee.com/membership-offers

Book a call with Dayna: https://novonee.appointiv.com/1.9/l/phone/c/one-on-one/a/discovery-call/p/dayna-johnson

#104 Four Dentrix Reports For Keeping Your Dental Hygiene Schedule Full

Dayna discusses the importance of the Dentrix Unscheduled List in dental practices for following up with unscheduled patients keeping your schedule full. and provides tips on how to effectively manage it. She emphasizes the need to keep the pin board clean and use the unscheduled list as a holding bucket for appointments that need follow-up. 

Dayna also shares her rules for the unscheduled list, including a three-month limit for patients to sit on the list. She encourages regular follow-up with patients and suggests using the office journal to keep track of contact notes. 

Overall, Dayna highlights the unscheduled list as a valuable resource for maintaining a full and productive schedule.

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#105 Deep Dive Into Dentrix Unscheduled List

Host Dayna Johnson interviews Katrina Sanders, RDH, also known as The DentalWINEgenist, about improving the perio percentage in dental practices. They discuss the challenges of diagnosing and treating periodontal disease, the importance of comprehensive charting, and the need for effective communication with patients. Katrina emphasizes the use of patient-centric language and motivational interviewing techniques to educate and engage patients in their oral health. She also encourages dental teams to embrace data analysis and continuous improvement to enhance their perio treatment outcomes.

Takeaways:

> Periodontal disease is on the rise, and dental practices need to be prepared to diagnose and treat it effectively.
> Comprehensive charting is essential for capturing an accurate diagnosis and treatment plan for periodontal disease.
> Using patient-centric language and motivational interviewing techniques can help engage patients in their oral health and improve treatment acceptance.
> Analyzing data and continuously improving perio treatment outcomes is crucial for dental teams.
> Effective communication and education are key to helping patients understand the importance of treating periodontal disease.

Katrina on Instagram:  @thedentalwinegenist

Katrina Sanders bio:
As a dental professional with a drive and passion for the advancement of preventive care within the community, Katrina Sanders, RDH, BSDH, M.Ed., RF believes it is the responsibility of dental education to produce competent, skilled and empathetic providers who possess the psychomotor and affective skills required to meet the growing demands of the dental industry.  

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#106 Interview With Katrina Sanders, RDH on communication with perio

Dayna Johnson discusses the importance of tracking and improving the perio percentage in dental practices. She emphasizes the need for proper diagnostics and coding to accurately diagnose and treat periodontal disease. Dayna provides tips on how to calculate the perio percentage using your Dentrix software and suggests reaching out to local periodontists or hygiene coaches for further guidance.

Takeaways:

>Tracking the perio percentage is crucial for dental practices to ensure proper diagnosis and treatment of periodontal disease.
>Proper diagnostics, including perio charting and x-rays, are essential for accurate diagnosis.
>Coding procedures correctly is important to avoid insurance fraud and protect the doctor's license.
>Reach out to local periodontists or hygiene coaches for guidance and training on diagnosing and treating periodontal disease.

Book a free discovery call with Dayna if you want to learn more about optimizing your systems and software: novonee.com

Perio calculator tool: https://www.inspiredhygiene.com/periotool/

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#107 Three Reasons Your Perio % Might Be Low

This conversation dives deeper into the topic of keeping your schedule full by discussing the continuing care list. Dayna explains the importance of the unscheduled list and how to remove patients from it if they haven't responded after three contacts. Dayna then introduces the concept of the continuing care list and discusses two types of lists within Dentrix software. The conversation emphasizes the need to run these lists within the practice management software to avoid issues with third-party automated systems. She also provides tips on reaching out to overdue patients and managing the continuing care system effectively.

Takeaways:

👉The unscheduled list is a valuable resource for keeping your schedule full and ensuring patients don't fall through the cracks.
👉Patients who haven't responded after three contacts should be removed from the unscheduled list.
👉The continuing care list in Dentrix software is essential for managing overdue patients and avoiding issues with third-party automated systems.
👉Running custom views and generating custom lists can help streamline the process of reaching out to overdue patients.
👉The continuing care system is the lifeblood of a dental practice and should be managed effectively to prevent patients from being missed.

Book a call with Dayna at novonee.com

Please rate, review and share this episode with your colleagues to help these tips get out to more dental teams.

#108 Deep Dive into Dentrix Continuing Care List

In this episode, Dayna interviews Ethan Ellsworth and Cairo Murphy, the co-founders of Stratus, a dental technology company. They discuss how AI can streamline dental practice workflows, particularly in insurance verification and claims processing. Ethan and Cairo share their background in dentistry and how their personal experiences led them to develop Stratus. They address common concerns and misconceptions about AI and explain how their AI bot works to fill out insurance forms. They also discuss the Dentrix integration and future plans for expanding into other areas of dental practice management.

Takeaways:

👉 AI can greatly improve workflow efficiency in dental practices, particularly in insurance verification and claims processing.
👉 Stratus offers an AI bot that can fill out insurance forms, saving time and reducing errors.
👉 The Dentrix integration allows for automatic patient data retrieval and verification.
👉 Using AI technology can free up time for dental team members to focus on more important tasks, such as patient care and revenue generation.

Book a free demo here: https://www.usestratus.com/novonee
Book a call with Dayna: novonee.com

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#109 Eliminate Insurance Eligibility & Benefit Calls - interview with Stratus

Dayna deep dives into the Dentrix Treatment Manager Report, which is a powerful tool for filling the doctor's schedule and following up with patients who have unscheduled treatment. She explains how to generate the report, filter it by date and procedure codes, and customize the columns. Dayna also provides tips on making contacts with patients, checking for financial arrangements, and using the office journal for notes and reminders. The treatment manager report is a gold mine for enhancing case acceptance and increasing practice revenue.

Takeaways:

👉The treatment manager report is a powerful tool for filling the doctor's schedule and following up with patients who have unscheduled treatment.
👉Filter the report by date and procedure codes to narrow down the list of patients.
👉Use the office journal for making contact notes and setting reminders.
👉The treatment manager report is a gold mine for enhancing case acceptance and increasing practice revenue.

Book a call with Dayna and discuss a training and coaching program for your team:  novonee.com

#110 Fill Your Doctors Schedule with the Dentrix Treatment Manager

In this conversation, Dayna Johnson and Rita Zamora discuss social media strategies for dental practices. They cover three key areas: engagement, content strategy, and systems. Rita emphasizes the importance of engaging with other accounts on social media to build relationships and increase visibility. She also highlights the need for a content strategy that focuses on the procedures and services the practice wants to be known for. Finally, Rita discusses the value of having a system in place, including a content calendar and scheduling tool, to save time and ensure consistent posting.

Takeaways:

👉Engaging with other accounts on social media is crucial for building relationships and increasing visibility.
👉Having a content strategy that focuses on the procedures and services the practice wants to be known for is essential.
👉Implementing a system with a content calendar and scheduling tool can save time and ensure consistent posting.
👉Personalizing content and using original photos and videos is key to standing out and creating a unique brand presence.

Contact Rita directly at: https://connect90.com/

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#112 Maximize Your Dental Practice's Social Media Presence with Rita Zamora

In today’s episode, Claire Dickinson and I dive into the critical topics of annual planning, the rising potential of AI in dental practices, and the undeniable benefits of outsourcing. Our conversation began with the importance of scheduling the annual planning sessions mid-year. This approach allows us to set clear goals, determine efficient schedules, and make accurate financial projections for the upcoming year. It's a proactive strategy that ensures we are prepared and can hit the ground running as the new year begins.

Takeaways:

➡️ Schedule annual planning sessions mid-year to set goals, determine schedules, and make financial projections for the upcoming year.
➡️ Consider the potential applications of AI in tasks such as insurance verification, clinical note documentation, and fee schedule comparison.
➡️Outsourcing certain administrative tasks to specialized companies can improve efficiency and reduce costs.
➡️ Maintain a focus on patient relationships and personalized care while leveraging AI and outsourcing.
➡️ Regularly review and analyze practice numbers to ensure accountability and success.

Contact Claire directly at: clairebdickinson@gmail.com

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Become a Dentrix Superuser:  https://membership.novonee.com/membership-offers

Book a call with Dayna at: https://calendly.com/dayna-johnson/discovery-call

#114 Strategic Annual Planning for the Dental Practice

In this episode, Sophia Dunkley discusses the importance of case acceptance and treatment planning in the dental industry. She emphasizes the transformative power of human connection and the role it plays in case acceptance. Sophia highlights three paramount systems: mastering case acceptance for increased profitability, effective communication and phone etiquette, and developing innovative approaches to team collaboration and empowerment. She stresses the need for proper verbal skills and training in answering phones, as well as creating a safe and empowering work environment for the team. Sophia encourages dental practices to focus on team collaboration and to have fun at work.

Takeaways:

➡️ Case acceptance is the nucleus of a dental practice and plays a crucial role in increasing profitability.
➡️ Effective communication and phone etiquette are essential in supporting case acceptance.
➡️ Proper verbal skills and training are necessary for answering phones and addressing patient inquiries.
➡️ Team collaboration and empowerment create a safe and motivating work environment.
➡️ Having fun at work and finding passion in what you do can reduce stress and improve job satisfaction.

Sophia Dunkley’s impact on the dental industry is remarkable. With over 25 years of dedication, she has redefined dental office culture, infusing them with a spirit of fun and empowerment. Her unique approach to case acceptance and treatment planning, emphasizing the transformative power of human connections, has made her a sought-after dental coach, consultant, speaker, and dental implant arch sales coach/trainer. Her process brings results with increased revenues and profitability. Sophia skillfully navigates patients from indecision to positive decision-making, a testament to her methodology and passion.

Reach out to Sophia directly at:  https://thepracticenavigator.com/

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#116 Maximizing Case Acceptance for Increased Profitability with Sophia Dunkley

"There is a hierarchy in setting up your Dentrix appointment book. It is important both for the visual aspect and also getting accurate data analytics" ~ Dayna Johnson, Dentrix trainer and workflow expert.

In this conversation, Dayna Johnson discusses the importance of mapping out your schedule in order to give your team a roadmap for success. She explains how to set up your appointment book in Dentrix to ensure accurate analytics and visual aspects. Dayna goes through the hierarchy of appointment book setup, including global default settings, practice schedule, provider setup, and operatory setup. She also discusses workstation-specific settings, such as views. By properly setting up your appointment book, you can make data-driven decisions and improve the efficiency of your practice.

Chapters 👇

00:00 Mapping Out Your Schedule for Success
02:53 The Hierarchy of Appointment Book Setup
05:36 Importance of Accurate Appointment Book Setup for Analytics
11:23 Visual Aspects of Appointment Columns and Treatment Rooms
15:14 Workstation-Specific Setup: Views

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#117 Dentrix Appointment Book Setup for Analytics and Visuals

In this conversation, Dayna Johnson discusses the importance of setting goals for a dental practice and how to enter those goals into Dentrix. She emphasizes the need for a productive schedule and daily production goals for each provider. Johnson explains that goals should be based on overhead and total compensation, and that they should be entered into the computer for tracking and analysis. She also highlights the benefits of forecasting and strategic scheduling to help reach practice goals.

Takeaways:

👉 Learn why setting goals is essential for a productive and profitable dental practice.
👉 Discover how to create goals based on overhead and total compensation.
👉 Find out why goals should be entered into the computer for tracking and analysis.
👉 Identify a plan for forecasting and strategic scheduling to reach practice goals.

Chapters:

00:00 Developing a Roadmap for the Appointment Book
03:20 Setting Goals Based on Overhead
07:30 Aligning Goals with Desired Lifestyle and Team Benefits
10:49 Considering Total Compensation in Goal Setting
13:41 Entering Goals into Dentrix for Tracking

Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call

Download a total compensation worksheet from Bent Ericksen & Associates here: https://membership.novonee.com/bent_ericksen

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#118 Tips for setting goals and adding into Dentrix

Setting goals, monitoring progress, and having a team process are essential for running a successful dental practice. Goals provide direction and help achieve a thriving and profitable business. They enable the practice to provide better patient care, offer competitive advantages for hiring and retaining team members, and afford additional benefits. 

While goal setting requires effort, it is necessary for success. Monitoring goals can be done through the appointment book, daily huddle reports, and Dentrix Reports module. Tracking and forecasting production goals are crucial for managing and running a small business.

Takeaways:

➡️ Setting goals and monitoring progress are essential for running a successful dental practice.
➡️ Goals provide direction and help achieve a thriving and profitable business.
➡️ Monitoring goals can be done through the appointment book, daily huddle reports, and Dentrix Reports module.
➡️ Tracking and forecasting production goals are crucial for managing and running a small business.

Chapters:

00:00 The Importance of Setting Goals and Monitoring Progress
02:54 How Goals Drive Success and Profitability
04:44 Tools for Monitoring and Tracking Production Goals
11:26 The Role of Goals in Managing and Running a Small Business

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#119 Where In Dentrix To See Your Production Goals

In this conversation, Dayna Johnson discusses the importance of reviewing practice numbers and goals at the end of the month. She emphasizes the need to track production goals, new patient goals, patient retention goals, and case acceptance goals. Dayna recommends using the Practice Advisor report in Dentrix to review practice numbers and benchmarks. She also highlights the significance of data-driven decision-making and suggests seeking additional resources and training to optimize software and improve team performance.

Chapters

00:00 Introduction and Overview
03:49 Reviewing Last Month's Performance
07:28 Using the Practice Advisor Report
11:17 Setting Benchmarks and Goals
14:08 Improving Below-Benchmark Numbers
16:00 Conclusion and Next Steps

Book a call with Dayna today: https://calendly.com/dayna-johnson/discovery-call

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#120 Best Dentrix Report for Data Driven Decisions

Hey there, friends! Today, I want to dive into a critical topic for dental practices—how to boost your cash flow. The reason I’m bringing this up is that I’ve had my fourth call this year from a dental practice where the doctor isn’t getting paid. Just last week, I got a call from a doctor’s wife. She was at home, juggling four kids, and trying to help with the practice’s accounts receivable because they were struggling so much that her husband wasn’t going to receive a paycheck. It’s a situation that no practice owner should ever be in. The person who’s dedicated their life to caring for patients shouldn’t be the one left without pay. It’s simply unacceptable.

Chapters:

00:00 Introduction: Concerns about Doctors Not Receiving Paychecks
03:20 Chapter 1: Collecting Money on the Day of Service
07:09 Chapter 2: Improving Cash Flow with Daily Billing Statements
11:29 Chapter 3: Getting Paid Faster with Electronic Claims

Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call

Download free tip sheet:  https://membership.novonee.com/increase-cash-flow

#121 Three Ways To Increase Cash Flow in Your Dental Practice

In this episode, Dayna Johnson discusses the importance of cleaning up and maintaining accurate data in Dentrix. She focuses on inactivating providers and team members and explains the process and implications of doing so. Dayna provides tips and recommendations for replacing providers and team members, and highlights the importance of the primary provider field in reports and searches. She also mentions the need to have all computers out of Dentrix when inactivating team members. Overall, this episode serves as a guide for dental teams on what this process entails.

Takeaways:

➡️Maintaining accurate and up-to-date data in Dentrix is crucial for dental practices.
➡️Inactivating providers and team members helps clean up the database and improve efficiency.
➡️When inactivating providers, it is important to replace them with another provider to ensure future appointments and treatment plans are properly assigned.
➡️The primary provider field in Dentrix is significant for filtering reports and searches.
➡️Inactivating team members requires all computers to be out of Dentrix, and it is recommended to replace them with another team member.
➡️Inactivating providers and team members does not change anything in the history of the database.

Chapters:

00:00 Introduction: Importance of Clean Data in Dentrix
02:24 Chapter 1: Fall Cleanup - Inactivating Providers and Team Members
03:23 Chapter 2: Important Considerations when Inactivating Providers
07:10 Chapter 3: Replacing Providers and Team Members
09:30 Chapter 4: The Significance of the Primary Provider Field
17:32 Chapter 5: Managing Accounts Receivable and Time Clock

Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call

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#122 Dentrix Data Cleanup Part One

In this episode, Dayna Johnson continues her series on fall cleanup in dental practices. She discusses the importance of cleaning up definitions, specifically adjustment types, payment types, and billing types. She explains how to remove unnecessary adjustment types and payment types, and the impact it has on the patient ledger history. Dayna also emphasizes the need for clear and specific adjustment types to facilitate better financial analysis. She encourages listeners to clean up their lists and provides realistic expectations for the time and effort involved.

Takeaways:

➡️Cleaning up definitions in dental practice software is an important part of fall cleanup.
➡️Unnecessary adjustment types and payment types should be removed to keep the list clean and manageable.
➡️Changing definitions will impact the patient ledger history, so it's important to be aware of the changes.
➡️Clear and specific adjustment types facilitate better financial analysis.
➡️Cleaning up billing types is also important for categorizing patients.

Chapters:

00:00 Introduction to Fall Cleanup in Dental Practices
02:01 Cleaning Up Adjustment Types and Payment Types
03:28 Impact of Changing Definitions on Patient Ledger History
09:52 Cleaning Up Adjustment Types and Payment Types (Continued)
12:10 The Importance of Clear and Specific Adjustment Types
14:36 Cleaning Up Billing Types for Categorizing Patients
16:51 Conclusion and Call to Action

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Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call

#123 Cleanup Dentrix Definitions - part 2

In this episode, Dayna Johnson discusses how to clean up duplicate medications, medical conditions, and allergies in the health history module of Dentrix. She explains that the only way to delete a medication or medical condition is if it is not attached to a patient, otherwise, it needs to be inactivated. Dayna also highlights the common causes of duplicate entries, such as syncing data from Dentrix questionnaires and not properly checking for existing entries. She emphasizes the importance of training the team to prevent these issues and suggests dedicating time to regularly clean up the lists.

Takeaways:

➡️To clean up duplicate medications, medical conditions, and allergies in Dentrix, inactivate the entries that are attached to patients but remove them from the active list.
➡️The health history module in Dentrix does not allow for replacements, so if you want to change a medical condition, you need to manually remove the old one and add the new one.
➡️The most common cause of duplicate entries is syncing data from Dentrix questionnaires without proper training, resulting in misspelled or duplicate entries.
➡️To prevent duplicate entries, train your team on how to properly sync data from Dentrix questionnaires and encourage them to check for existing entries before adding new ones.
➡️Regularly dedicate time to clean up the health history module to ensure accurate and up-to-date data.

Chapters:

00:00 Introduction and Overview
00:57 Cleaning Up Duplicate Medications
03:45 Inactivating Medications and Patient Reported Medications
06:14 Cleaning Up Duplicate Medical Conditions
08:26 The Impact of Dentrix Questionnaires
10:51 Preventing Duplicate Entries
12:42 Conclusion and Next Steps

Book a call with Dayna today: https://calendly.com/dayna-johnson/discovery-call

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#124 Dentrix Database Cleanup Part 3 - Health History

In this conversation, Dayna Johnson and Cheryl McKenna discuss the topic of passing on credit card fees to patients in dental practices. They explore the history and recent growth of this practice, the potential financial implications for both the practice and the credit card processor, and the rules and compliance requirements for implementing fee passing programs. They emphasize the importance of considering the impact on patient satisfaction and the potential for negative reviews.

Takeaways:

👉Passing on credit card fees to patients has been a growing trend in dental practices, driven by marketing messages from merchant service providers.
👉There are two types of fee passing programs: cash discount and surcharge. Cash discount involves raising all prices and offering a discount for cash, while surcharge allows passing fees to credit card payments but not debit card payments.
👉Compliance with rules and regulations is crucial for practices implementing fee passing programs, as violations can result in fines and even being blacklisted by card brands.
👉Practices should carefully consider the impact on patient satisfaction and the potential for negative reviews before implementing fee passing programs.
👉Working with a merchant advocate can help practices identify and reduce unnecessary fees on their credit card statements, improving profitability without passing on fees to patients.

Chapters:

00:00 Introduction and Background
01:04 The Growing Trend of Passing on Credit Card Fees
06:09 Understanding Cash Discount and Surcharge Programs
11:04 Compliance and Rules for Fee Passing Programs
18:24 Considering Patient Satisfaction and Negative Reviews
21:12 Reducing Unnecessary Fees and Improving Profitability

Contact Cheryl McKenna:  cmckenna@merchantadvocate.com

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#125 Passing on Credit Card Fees to the Dental Patient with Cheryl McKenna

In this final episode of the five part series on cleaning up the Dentrix database, Dayna Johnson discusses the importance of maintaining accurate and up-to-date treatment plans. She emphasizes the roles of both the clinical and admin teams in this process, providing strategies for empowering the admin team to manage outdated treatment plans effectively. The conversation highlights the need for clear communication and collaboration between teams to ensure patient data is current and relevant, ultimately improving case acceptance and practice efficiency.

Takeaways:

➡️Cleaning up treatment plans requires careful consideration and research.
➡️The clinical team plays a crucial role in maintaining treatment accuracy.
➡️Empowering the admin team can streamline the cleanup process.
➡️Outdated treatment plans can lead to lost revenue.
➡️Clear communication between clinical and admin teams is essential.
➡️Regularly updating treatment plan fees is important for practice profitability.
➡️Rejecting outdated treatment plans can prompt necessary re-treatment planning.
➡️Utilizing the treatment manager report helps track unscheduled treatments.
➡️Establishing rules for treatment plan age can aid in management.
➡️Continuous education and collaboration can enhance team performance.

Chapters:

00:00 Cleaning Up Treatment Plans
08:38 Empowering the Admin Team
15:49 Final Thoughts and Next Steps

Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call

#127 Dentrix Cleanup - Treatment Plans

In this episode, Dayna Johnson discusses the importance of cleaning up insurance records in Dentrix, a dental practice management software. She emphasizes the common challenges faced by dental teams regarding insurance management, including the frequent changes in patient insurance and the potential for duplicate entries. Dayna provides practical tips for effectively searching for insurance plans, maintaining consistency in naming conventions, and cleaning up duplicates to streamline the insurance database. She concludes by offering resources for further learning and support in mastering Dentrix.

Takeaways:

➡️Insurance management is a significant pain point for dental practices.
➡️Always perform at least three searches before adding a new insurance plan.
➡️Using group plan names can help differentiate between similar plans.
➡️Consistency in naming insurance carriers is crucial for database management.
➡️Joining plans can help eliminate duplicates in the insurance database.
➡️Mark inactive plans with Z's to avoid confusion.
➡️Purging insurance plans can help clean up the database but may lose historical data.
➡️Maintaining a history of claims is important for reference.
➡️Resources are available for deeper learning about Dentrix.
➡️Support is available for practices looking to improve their efficiency.

Chapters:

00:00 Introduction to Dentrix Fall Cleanup Series
01:27 Navigating Insurance Challenges
10:07 Cleaning Up Insurance Duplicates
16:20 Conclusion and Further Resources

Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call

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#126 Dentrix Cleanup - Dental Insurance Plans

In this conversation, Dayna Johnson discusses strategies for dental practices to boost production and patient engagement as they transition into the 4th quarter of the year. She emphasizes the importance of reaching out to patients with unscheduled treatments and unused insurance benefits, particularly as the year-end approaches. Dayna provides practical tips on utilizing practice management software and patient engagement tools to effectively communicate with patients and encourage them to schedule necessary treatments before their benefits expire.

Takeaways:

👉September is often blamed for low production, but it's a myth.
👉October is a crucial month for reaching out to patients.
👉Patients need to be informed about their unused benefits.
👉Regularly run reports to identify unscheduled treatments.
👉Educating patients about their insurance is essential.
👉Email campaigns should be conversational and straightforward.
👉Utilize patient engagement software for effective communication.
👉Traditional phone calls remain effective in patient outreach.
👉Create campaigns that inform patients of their benefits.

Please rate, review, and share this episode with your colleagues

#128 Maximize Unused Dental Benefits and Boost Profitability

In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews Jeff Gladnick from Great Dental Websites. They discuss the evolution of dental websites from simple brochures to comprehensive hubs for patient interaction. 

Jeff shares insights on optimizing user experience, the importance of aligning branding with target audiences, and effective SEO strategies for attracting ideal patients. He emphasizes the necessity of content creation and the role of copywriting in engaging potential patients. The conversation concludes with practical tips for dental practices to enhance their online presence and patient acquisition strategies.

Takeaways:

➡️The evolution of dental websites has transformed them into interactive hubs.
➡️User experience is crucial for converting website visitors into patients.
➡️SEO strategies should align with the practice's branding and target audience.
➡️Content creation is essential for engaging potential patients.
➡️Copywriting must reflect the unique value proposition of the practice.
➡️Dental practices should utilize email newsletters for internal marketing.
➡️Understanding patient priorities can lead to better service offerings.
➡️Websites should be tested for user-friendliness from a patient's perspective.
➡️Aligning social media messaging with website content is vital.
➡️Continuous optimization and testing are key to improving conversion rates.

Chapters:

00:00 Introduction to Jeff Gladnick and His Journey
03:08 The Evolution of Dental Websites
05:58 Creating a Patient-Centric Website
09:03 Optimizing User Experience and Conversion Rates
11:59 Aligning Branding with Target Audience
14:58 SEO Strategies for Attracting Ideal Patients
18:01 The Importance of Content Creation
21:12 Final Tips and Best Practices

Reach out to Jeff at: https://www.greatdentalwebsites.com/

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#129 Insights From a Dental Marketing Expert

Dayna Johnson discusses the importance of integrating online tools in dental practices to enhance patient engagement and streamline operations. She presents compelling statistics on smartphone usage and patient preferences for online forms and scheduling, emphasizing the need for dental teams to adapt to these technological advancements. The conversation also explores the patient journey, highlighting how online booking can simplify appointment scheduling and improve overall patient experience.

Takeaways:

➡️Patients are increasingly seeking online tools for convenience.
➡️97% of the population has access to smartphones.
➡️83% of patients prefer to fill out forms before visits.
➡️76% of patients would choose providers offering online forms.
➡️Online scheduling familiarity is high among consumers.
➡️Patients often book appointments after hours.
➡️The patient journey begins with online searches.
➡️Appointment requests can lead to communication delays.
➡️Implementing online booking can enhance patient satisfaction.
➡️Adopting technology requires a mindset shift for dental teams.

Chapters:

00:00 Introduction to Online Tools for Dental Practices
01:46 Understanding Patient Behavior and Technology Adoption
10:30 The Patient Journey and Online Scheduling
17:12 Implementing Online Booking in Dental Practices

Book a call with Dayna if you are interested in learning more about this topic: https://calendly.com/dayna-johnson/discovery-call

#130 Mindset Shift Around Dental Online Booking

In this episode, Dayna Johnson discusses the importance of online tools and automation in dental practices. She shares statistics on scheduling efficiency, highlighting the time saved with online scheduling compared to phone calls. Dayna emphasizes the benefits of automation for both patients and dental teams, including reduced no-show rates and improved patient management. The conversation concludes with a focus on enhancing the overall patient experience throughout their journey with the practice.

Takeaways:

➡️Data-driven decisions are crucial for business success.
➡️Online scheduling significantly reduces appointment booking time.
➡️Offering online scheduling can increase patient engagement.
➡️Automation can reduce no-show rates by up to 25%.
➡️Automation streamlines patient information management.
➡️Patients can fill out forms digitally before their appointment.
➡️Automation saves time for dental teams.
➡️A positive patient experience is essential for practice growth.
➡️Understanding the patient journey is key to improving services.

Chapters:

00:00 Introduction to Online Tools and Automation
05:41 The Impact of Online Scheduling on Practice Efficiency
11:18 Automation in Patient Management and Experience

Please rate, review, and share this episode with your team, colleagues, and online. 

Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call

#131 How Dental Patient Scheduling Triggers Automation

In this conversation, Dayna Johnson shares her recent experiences and insights from her journey in the dental field, particularly focusing on the Dentrix software and the importance of user meetings. She emphasizes the significance of understanding the patient journey, from pre-visit preparations to post-visit follow-ups, and how automation can enhance efficiency in dental practices. Dayna encourages dental teams to transform their scramble time into preparation time to improve workflow and patient experience, ultimately leading to better profitability and reduced claim denials.

Takeaways:

➡️ The patient journey includes pre-visit, visit, and post-visit stages.
➡️ Automation is crucial for enhancing patient experience.
➡️ Preparation before the patient arrives is essential.
➡️ Scramble time can be transformed into preparation time.
➡️ Reducing claim denials can significantly improve practice profitability.
➡️ A pre-visit checklist can streamline patient intake.
➡️ Engaging with patients before their visit is vital.
➡️ Dayna encourages listeners to create their own checklists.

Chapters:

00:00 Introduction and Exciting Updates
05:46 The Importance of Pre-Visit Preparation
11:49 Transforming Scramble Time into Preparation Time

Please rate, review and share this episode with friends and colleagues
Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call



#132 The Patient Journey Series: the Pre-Visit

Good tracking systems will ensure that your patients don’t walk in for an appointment when your team is not prepared and will avoid those awkward moments when you have to let Joe know that he will have to reschedule to another day.  Use the Dentrix Lab Case Manager as a way to communicate with your team and ensure missed lab cases never happens again.

So many times I walk into an office and find a three ring binder or whiteboard for tracking lab cases.  Let's create a more efficient system together.  I have a video recording on the Dentrix Lab Case Manager in our membership of resources: https://membership.novonee.com/membership

Novonee on the Go - Dentrix SuperUsers

#5 - Lab Case Tracking

The Month End Process has changed in Dentrix version G6.5+ and if you have not set it up your month end might not be running.  The month end process completes seven extremely important tasks:

1 - locks up your ledger into history
2 - ages your account balances
3 - moves the ending accounts receivable balance into the beginning balance of the new month
4 - resets insurance benefits used back to zero in the renewal month
5 - locks clinical notes into history
6 - moves perio chart exams into history
7 - recalculates totals

Make sure your month end process is running on time.

#6 - Month End Process in Dentrix

Today I want to talk about three things you can put in place in your Dentrix software to help you manage different types of payment options. My goal is to help not only give you some ideas, but also help point you in the right direction with the setup process.

Now with Dentrix Pay you can attach a credit card to your payment agreements to make it easier for patients to stay on time with their payment plan.  Having a credit card on file will give you peace of mind and auto post the payment to the ledger. 

Schedule a call with Dayna to learn more about credit cards on file and how to add a PAY NOW button on your billing statements: https://letsmeet.io/daynajohnsondbanovonee/discovery-call-with-dayna

Novonee on the Go - Dentrix Superusers

#9 - Payment Options in Dentrix

Hey there, I’m Dayna Johnson . . . dental practice management expert, certified Dentrix trainer and founder of Novonee, revolutionizing the dental industry through innovation and strategic leadership. It wasn’t long ago that I lived in your shoes navigating the daily challenges of managing a dental practice with the hopes and dreams of having a productive schedule, money in the bank, and getting home on time to my sweet daughter.  After 25 years working in the dental practice and 17 years as a certified Dentrix trainer, I found my life’s work helping dental teams 1:1 optimizing their systems and software. If you are looking to create the thriving dental practice you have always dreamed of and empower your high performing dental team, you are in the right place. Let’s get started!

The High Performing Dental Team

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