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?

When I started work in my second dental practice in the state of Washington, I was trained by the outgoing financial coordinator and was taught all of her bad habits. I knew I had to make some changes to the accounts receivable management system since my doctor had not received a paycheck in more than three months. My Dentrix software not only helped me get a handle on my A/R, but I also created a stress-free system for billing statements. I think you will relate. 

Find more FREE content at:  https://novonee.com/media/
email:  dayna@novonee.com

#27 - The monthly patient billing statement task in Dentrix is ancient history

Hey, welcome, everyone. I'm Dayna Johnson, your Dentrix expert. And my goal is to help dentists and dental teams understand their Dentrix software better. So, you can create systems to improve the profitability of your practice, optimize your appointment book and have a more stress-free day I started Novonee to be able to give all Dentrix users a platform to attend live one on one events with me and tap into best practices resources for optimizing your Dentrix software. So, if you want to become a member of our exclusive membership, go to Novonee.com, click on the join today button in the upper right corner and join our exclusive membership.

What to expect in my podcast

When you are in network with dental insurance plans, you want to be able to generate the most accurate estimates for your patient. Contrary to what you might hear, you CAN get accurate estimates using the fee schedule method or the allowed amount method in your Dentrix software. 

In today's episode Dayna will go through the differences between the two methods so you can make a decision on what will be best for your team. 

If you want to deep dive into managing dental insurance in your Dentrix software, go to Novonee.com and click on the green Join Today button in the upper right corner. 

If you want to take advantage of Teresa Duncan's insurance course offer, click here: https://odysseymgmt.thrivecart.com/dental-insurance/ and use coupon code NOVONEE75

#85 Fee Schedules vs. Allowed Amounts in Dentrix

In this conversation, Dayna Johnson and Teresa Duncan discuss various topics related to the dental insurance industry. They start by talking about the recent Vyne dental event and the key takeaways from it. They then delve into the rise of outsourcing in the dental industry and the challenges of staffing. They emphasize the need for dental professionals to have more business knowledge, particularly in dental insurance. Teresa Duncan shares information about her dental insurance course and the topics covered in it. They also discuss common mistakes in sending claims, such as using the owner doctor's credentials and sending secondary insurance by paper. They highlight the importance of attachments and narratives in claims processing. The conversation concludes with a discussion on the challenges of electronic funds transfers (EFTs) and a preview of upcoming events and trends in the dental insurance industry. In this conversation, Teresa Duncan and Dayna Johnson discuss the benefits, selection, implementation, and optimization of dental practice management software. They highlight the importance of choosing the right software and provide insights into maximizing efficiency and improving the patient experience. They also address common challenges faced in dental practice management software and offer valuable advice. Overall, the conversation provides a comprehensive overview of the key aspects of dental practice management software.

Takeaways

Outsourcing is becoming more common in the dental industry, providing a temporary solution to staffing shortages and reducing overhead costs.
Dental professionals need to have more business knowledge, particularly in dental insurance, to effectively navigate the complexities of the industry.
Common mistakes in sending claims include using the owner doctor's credentials, sending secondary insurance by paper, and relying on narratives instead of clinical notes.
Attachments and narratives play a crucial role in claims processing, and dental professionals should ensure they are using the appropriate methods to include this information.
Challenges with electronic funds transfers (EFTs) require dental professionals to stay informed and adapt to changes in payment processing. Choosing the right dental practice management software is crucial for the success of a dental practice.
Efficient implementation of dental practice management software requires proper planning and training.
Dental practice management software can significantly improve efficiency and streamline workflows.
Utilizing dental practice management software can enhance the patient experience and satisfaction.
Challenges in dental practice management software can be overcome with proactive troubleshooting and support.

Enroll in Teresa's insurance course at: https://www.odysseymgmt.com/dental-insurance  and use code NOVONEE75 to receive a discount on your purchase.

To read the full transcript of today's episode go to: https://novonee.com/media/

#87 Interview with Teresa Duncan - insurance billing mistakes

In this episode, Dayna discusses the process of doing a fee update in your Dentrix software. She covers topics such as updating office fees, updating treatment plan fees, and strategies for fee increases. She also provides tips for updating fees for PPO plans and how to forecast revenue based on fee updates. Additionally, she shares a tip for copying fees for in-network and out-of-network plans. Overall, this episode provides valuable insights and guidance for dental practices navigating the fee update process.

Takeaways:

There are different ways to do a fee update, including updating office fees and treatment plan fees.
Treatment plans do not update automatically, so it's important to manually update them if necessary.
Consider a fee increase strategy that focuses on different procedure code ranges.
When updating fees for PPO plans, it may be helpful to have a buddy assist in the process.

Chapters

00:00 Introduction and Overview
00:58 How to Do a Fee Update
03:12 Updating Treatment Plan Fees
04:11 Updating Fees for Patients in Treatment
05:35 Fee Increase Strategy
07:29 Updating Fees for PPO Plans
09:57 Updating Fees on the Appointment Book
11:21 Forecasting Revenue with Fee Updates
13:48 Copying Fees for In-Network and Out-of-Network Plans
15:40 Conclusion and Call to Action

Find more free resources at: https://novonee.com/media/

#92 Updating Fees in Dentrix for the New Year

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

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

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 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 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

In this episode, Dayna Johnson discusses the essential daily accounting tasks that dental practices should implement to ensure accuracy and efficiency. She emphasizes the importance of balancing the day sheet, sending insurance claims promptly, managing provider allocations, and sending billing statements daily. By following these practices, dental teams can improve their financial accuracy and reduce stress in their operations.

Takeaways

➡Daily accounting tasks are crucial for accurate data.
➡Balancing the day sheet helps prevent missed procedures.
➡Claims must be sent out within 24 hours.
➡Provider allocations are important for accurate ledgers.
➡Daily billing statements streamline the billing process.
➡Using software like Dentrix can simplify accounting tasks.
➡Sending statements daily reduces workload and phone calls.
➡Accurate data leads to better reports and decision-making.
➡Team collaboration is key in managing daily tasks.
➡Investing in education can enhance practice efficiency.

Chapters

00:00 Introduction to the Dental Patient Journey Series
07:08 Sending Insurance Claims

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

#135 The Four Daily Dentrix Accounting Tasks

Dayna Johnson discusses the importance of daily accounting tasks in a dental practice, focusing on accurate patient ledgers and provider allocations in Dentrix practice management software. She emphasizes the need for a clean workflow and offers insights into implementing daily allocations to maintain accurate records. The conversation also includes tips for cleaning up ledgers and trusting the process of using accounting software effectively.

Takeaways

➡Accurate patient ledgers are crucial for financial health.
➡Provider allocations help maintain accurate accounts receivable.
➡Daily routines should include checking provider credit balances.
➡Adjustments for allocations should balance out.
➡Trust the software to handle complex calculations.
➡Cleaning up ledgers can be a significant project.
➡Use specific adjustment types for allocations only.
➡Billing statements should be clear for patients.
➡Continuous learning is key to mastering accounting tasks.

Chapters

00:00 Introduction and Daily Accounting Tasks
10:25 Implementing Daily Allocations

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

#139 Understanding Dentrix Ledger Allocations and Why They Matter

In this conversation, Dayna Johnson discusses the four daily accounting tasks that dental practices should prioritize, focusing particularly on the importance of sending billing statements daily. She emphasizes the benefits of keeping patients informed about their accounts, improving cash flow, and utilizing technology for efficient billing processes. Additionally, she touches on the legal implications of medical debt collections, urging practices to stay updated on state regulations.

Takeaways

➡Daily billing statements reduce stress and improve cash flow.
➡Patients should be informed about their account status regularly.
➡Using electronic billing is more efficient than paper statements.
➡Daily statements help keep patients engaged with their insurance claims.
➡It's crucial to coach patients on following up with their insurance companies.
➡Sending statements every 30 days keeps patients in the loop.
➡Technology like DENTRIX Quick Bill streamlines the billing process.
➡Practices should be aware of state laws regarding medical debt collections.
➡Reducing accounts receivable is essential for practice health.
➡Completing daily accounting tasks promptly sets a positive tone for the day.

Chapters

00:00 Daily Accounting Tasks Overview
05:12 The Importance of Daily Billing Statements
10:11 Streamlining Billing with Technology

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

#140 Why Sending Billing Statements Daily Will Save You a Ton of Headaches

In this podcast episode, Dayna Johnson and Claire Dickinson discuss the importance of team training in dental practices as they kick off 2025. They explore how to motivate team members, the significance of understanding human behavior, and the need to create a safe learning environment. The conversation also touches on change management, overcoming fear of failure, and adapting to industry changes to meet patient expectations. The episode emphasizes the need for continuous improvement and effective communication within teams.

Takeaways

➡Training is essential for team success and should be prioritized.
➡Understanding human behavior can help motivate team members effectively.
➡Creating a safe environment allows team members to learn from failures.
➡Change management is crucial when implementing new processes.
➡Team dynamics play a significant role in how training is received.
➡Different learning styles must be accommodated in training sessions.
➡Fear of failure can hinder performance; it's important to address it.
➡Open communication fosters a better understanding of team needs.
➡Investing in team training benefits both the practice and patients.
➡Continuous adaptation to industry changes is necessary for success.

Chapters

00:00 Kicking Off 2025: Setting the Stage for Team Training
04:58 Understanding Human Behavior: Motivating Team Members
09:55 Overcoming Fear of Failure: Creating a Safe Learning Environment
15:01 The Importance of Change Management in Training
20:00 Adapting to Change: Keeping Up with Industry Expectations

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

#141 Kicking off 2025 with Claire Dickinson


In this conversation, Dayna Johnson discusses the parallels between onboarding in football and business, emphasizing the importance of mentorship and structured training for new hires. She shares insights on effective shadowing techniques and the necessity of creating a culture of continuous learning within teams to ensure success and development.

Takeaways

Onboarding is crucial for new hires' success.
Mentorship can significantly enhance learning and adaptation.
Shadowing experienced team members is essential for new hires.
Continuous learning should be prioritized in the workplace.
Investing in training leads to better team performance.
Creating a supportive environment fosters growth and development.
Structured learning modules can streamline onboarding processes.
Regular team learning sessions can enhance collaboration.
Coaching should be an ongoing process, not a one-time event.
Time management skills are vital for new team members. 

Chapters

00:00 The Importance of Onboarding in Football and Business
06:08 Mentorship and Coaching for Success
12:03 Effective Shadowing and Learning Techniques
17:51 Creating a Culture of Continuous Learning

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


#142 Creating a successful team engagement program

In this conversation, Dayna Johnson discusses the transition of dental offices from in-network to out-of-network insurance plans, focusing on the necessary adjustments in Dentrix software. She outlines the steps to dismantle existing fee schedules, update treatment plans, and ensure accurate insurance estimates. The conversation emphasizes the importance of understanding the software's capabilities and preparing for the changes that come with going out of network.

Takeaways

➡2025 marks a significant change for many dental offices.
➡Transitioning to out-of-network requires careful planning.
➡Dismantling fee schedules is essential when going out of network.
➡Updating treatment plan fees is a critical step.
➡Dentrix can help in estimating treatment costs accurately.
➡There are methods to copy fee schedules for efficiency.
➡Clearing the allowed amount column is necessary for accurate estimates.
➡Understanding insurance tables is crucial for accurate billing.
➡Preparation is key to a smooth transition to out-of-network.
➡Future discussions will delve deeper into Dentrix's estimating capabilities.

Chapters

00:00 Transitioning to Out-of-Network Insurance Plans
14:54 Understanding Dentrix Insurance Setup
15:24 Updating Treatment Plans and Fee Structures

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



#143 Going Out of Network Dentrix Setup Step One


In this podcast, Dayna Johnson discusses the transition to out-of-network dental practices, focusing on how to provide accurate treatment plan estimates, optimize insurance setups in Dentrix, and manage patient expectations. She emphasizes the importance of checking eligibility, utilizing the payment table, and ensuring that practices offer value to retain patients. Additionally, she introduces resources for further learning about dental insurance management.

Takeaways

➡2025 marks the transition to out-of-network for many practices.
➡Providing accurate treatment estimates is crucial for patient trust.
➡Checking insurance eligibility can significantly reduce claim denials.
➡Patients expect more value when practices go out-of-network.
➡The payment table is essential for accurate insurance estimates.
➡Overestimating patient costs can prevent billing issues later.
➡Having a credit card on file can streamline payment processes.
➡Utilizing Dentrix effectively can enhance practice management.
➡Continuous learning about dental insurance is vital for success.
➡Building strong patient relationships is key to retention. 

Chapters

00:00 Navigating Out-of-Network Transitions
03:03 Enhancing Treatment Plan Estimates
06:07 Optimizing Insurance Setup in Dentrix
08:57 Utilizing the Payment Table Effectively
12:01 Managing Patient Expectations and Payments
14:58 Resources for Further Learning

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

#144 Out of Network Estimating in Dentrix

In this episode, Dayna Johnson and Dan Easty discuss the integration of technology and AI in dental practices. Dan Easty from Sunset Technologies explores the importance of security when implementing new technologies, the necessity of vetting AI companies, and the significance of keeping software updated. The conversation emphasizes the need for dental practices to be proactive in their approach to technology and patient data protection, while also looking forward to the future advancements in AI within the industry.

Takeaways

➡Dayna Johnson is a dental practice management expert and founder of Novonee.
➡Technology plays a crucial role in optimizing dental practices.
➡AI has been used in dental imaging and insurance for years.
➡It's essential to vet AI companies for security and compliance.
➡Practices should stay updated with their software to ensure security.
➡Upgrading hardware and software is vital for compliance and efficiency.
➡Curiosity about technology can lead to better questions and solutions.
➡Transparency from AI companies is crucial for trust and security.
➡AI has the potential to revolutionize the dental industry.
➡Practices should seek professional guidance when implementing new technologies.

Chapters

00:00 Introduction to Dental Practice Management
03:12 The Role of Technology in Dental Practices
06:02 Understanding AI in Dental Administration
08:52 Vetting AI Companies for Security
12:00 The Importance of Software Updates
15:05 Navigating Upgrades and Compliance
18:02 The Future of AI in Dentistry
20:51 Final Thoughts and Resources

Additional resources in this article: https://sunsetsecure.com/the-impact-of-ai-on-dental-cybersecurity-how-to-secure-your-practice-against-new-threats/

Contact Dan directly: https://www.linkedin.com/in/deasty/
Please rate, review and share this episode with your colleagues.
Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call

#145 AI Security for Dental Teams with Dan Easty

In this conversation, Dayna Johnson and Minal Sampat, discusses various aspects of managing a dental practice, including the importance of social media marketing, patient testimonials, and the innovative CE On The Beach event. The dialogue emphasizes the need for dental practices to adapt to changing social media landscapes, engage with patients authentically, and implement effective marketing strategies to thrive in the industry.

Takeaways

➡Listening to your team can lead to innovative ideas.
➡Patient testimonials are crucial for establishing authority.
➡Social media should reflect your practice's culture and values.
➡Choose social media platforms based on your target audience.
➡Start small with marketing efforts to build confidence.
➡Engaging patients in video testimonials can be simple and effective.
➡Social media is just one of many marketing avenues available.
➡Be open-minded about different marketing strategies.
➡Your practice's uniqueness should guide your marketing approach.
➡Always prioritize patient care and communication in your practice.

Chapters

00:00 Introduction to Dental Practice Management
03:05 The Birth of CE On The Beach
05:45 Navigating Social Media Changes
08:59 The Importance of Patient Testimonials
11:55 Choosing the Right Social Media Platform
15:08 Final Thoughts on Dental Marketing Strategies

You can reach out to Minal directly and purchase her book at: https://www.minalsampat.com/

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

#146 Interview with Minal Sampat marketing and social media tips

In this episode, Dayna Johnson interviews Andy Cleveland, a renowned expert in accounts receivable collections within the dental industry. They discuss recent changes in medical debt reporting, the role of collection agencies, and best practices for collecting payments effectively. The conversation emphasizes the importance of communication, value, and systems in managing patient payments and collections.

Takeaways

➡Andy Cleveland has over 25 years of experience in patient collections.
➡Recent legislation has changed how medical debt is reported to credit bureaus.
➡Collection agencies can still pursue debts, but they cannot negatively impact credit scores.
➡Effective collection practices should start on the day of service.
➡Staff turnover in dental practices can hinder effective collections.
➡Patients often prioritize other bills over dental payments.
➡Communication and training are essential for staff handling collections.
➡Billing regularly can reinforce the importance of payments to patients.
➡The value of services provided should be communicated to patients.
➡Choosing the right collection agency is crucial for maintaining a practice's reputation.

Chapters

00:00 Introduction to the Expert
03:28 Understanding Recent Changes in Medical Debt Reporting
10:32 The Role of Collection Agencies
15:55 Best Practices for Collecting Payments
20:50 The Importance of Communication and Value in Collections

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


#147 Navigating Medical Debt in the Dental Practice with Andy Cleveland


In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews Janice Hurley, a dental image expert, discussing the importance of confidence in dental practices, effective hiring and onboarding practices, and enhancing the external image of dental practices to improve patient experience. Janice shares insights on building confidence in frontline team members, creating a positive work environment, and the critical role of online presence in shaping first impressions.

Takeaways

➡Confidence is essential for team effectiveness and patient interaction.
➡Hiring should be done from a position of confidence, not desperation.
➡Flexibility in job roles can attract better candidates.
➡Clear expectations and guidelines are crucial for team members.
➡Catch team members doing things right to build confidence.
➡First impressions are significantly influenced by paperwork and online presence.
➡Consistency in team appearance fosters a professional image.
➡Listening to team members and patients is key to building trust.
➡Avoid negative language when describing the work environment.
➡Regularly update and manage your online business presence.

Chapters

00:00 Introduction to Dental Image Expertise
02:01 The Importance of Confidence in Dental Practices
05:51 Building Confidence in Frontline Team Members
11:36 Hiring and Onboarding Best Practices
16:49 Creating a Positive Work Environment
21:42 Enhancing External Image and Patient Experience
27:35 The Role of Online Presence in First Impressions

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

#148 Building Confidence and Hiring Strategies with Janice Hurley

In this episode, Dayna Johnson shares insights from her experiences in the dental industry, focusing on the latest updates in Dentrix software, particularly enhancements in perio charting. She discusses the new 'bleeding all' button, the importance of understanding periodontal disease stages and grades, and the features of the perio panel that can improve workflow efficiency for dental hygienists. Dayna emphasizes the significance of effective clinical documentation and encourages sharing knowledge within the dental community.

Takeaways

➡Dayna highlights the importance of sharing knowledge in the dental community.
➡The new 'bleeding all' button in Dentrix enhances workflow efficiency.
➡Understanding the stages and grades of periodontal disease is crucial for accurate documentation.
➡The perio panel in Dentrix offers various features for comprehensive patient assessments.
➡Custom scripts can be created for perio charting to suit individual workflows.
➡Visual aids in the perio chart can significantly enhance patient understanding.
➡Clinical documentation can be streamlined by copying exam information to clinical notes.
➡Dentrix's perio panel is well-designed for clinical documentation needs.
➡Sharing tips and insights can help improve dental practices.
➡Dayna expresses her willingness to assist dental professionals with their documentation needs.


Chapters

00:00 Introduction to Dental Insights
00:58 Enhancements in Dentrix: The Bleeding All Button
06:10 Understanding Periodontal Disease Stages and Grades
09:18 Exploring the Perio Panel Features
12:07 Customizing Perio Charting Workflows

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


#149 Dentrix Perio Chart Bleed All Button

In this episode, Dayna Johnson interviews Rebecca Herring about the role of virtual assistants in healthcare operations, particularly in dental practices. They discuss the challenges of staffing, the benefits of hiring virtual assistants, and the importance of proper onboarding and training. The conversation highlights how virtual assistants can alleviate burnout, improve efficiency, and ultimately contribute to the growth of dental practices. Rebecca shares insights on how to effectively integrate virtual assistants into a team and the positive impact they can have on practice management.

Takeaways

➡Virtual assistants can help alleviate staffing issues in dental practices.
➡Proper onboarding and training are crucial for virtual assistants' success.
➡Virtual assistants should be integrated into the practice culture.
➡Identifying tasks to delegate can improve efficiency and reduce burnout.
➡Virtual assistants can handle administrative tasks like insurance verification and phone support.
➡Hiring virtual assistants can lead to increased productivity and reduced overhead costs.
➡The work ethic of virtual assistants from offshore locations is often very strong.
➡Practices should consider the long-term benefits of hiring virtual assistants.
➡Communication tools can help integrate virtual assistants into the team.
➡Thinking outside the box can lead to innovative staffing solutions.

Chapters

00:00 Introduction to Virtual Assistants in Healthcare
11:20 Onboarding and Training Virtual Assistants
19:36 The Impact of Virtual Assistants on Practice Efficiency
26:37 Final Thoughts on Virtual Assistants and Practice Growth

You can contact Rebecca on her LinkedIn page here: https://www.linkedin.com/in/rebecca-herring-dental-experience/

Book a FREE consultation with Rebecca: https://www.yourtdcoach.com/

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

#150 Hiriing a Virtual Team Member with Rebecca Herring

In this episode, Dayna Johnson discusses the various note-taking functionalities within Dentrix, emphasizing the importance of efficient note management for dental practices. She explores different modules such as the appointment book, family file, patient ledger, and patient chart, detailing how to effectively utilize each note type to enhance communication and patient care. The episode serves as a mini training session, providing practical tips and a downloadable tip sheet for listeners.

Takeaways

➡Understanding where to make notes is crucial for efficiency.
➡Different types of notes serve different purposes in Dentrix.
➡The appointment book has specific note features for daily reminders.
➡Family file notes can enhance patient relationships and loyalty.
➡Guarantor notes are important for family account management.
➡Clinical notes must document what happened during the visit.
➡Procedure notes help clarify treatment plans for patients.
➡The office journal is a centralized place for patient communication.
➡Pop-ups can alert staff to important patient information.
➡Daily billing statements are essential for financial tracking.

Chapters

00:00 Introduction to Note-Taking in Dentrix
02:53 Exploring the Appointment Book Notes
06:12 Understanding Family File Notes
08:59 Navigating Patient Ledger Notes
11:48 Diving into Patient Chart Notes
18:04 General Notes and Alerts in Dentrix
23:50 Conclusion and Resources

Want a printable, easy-to-follow guide for your whole team? Download the Dentrix Note Tip Sheet https://membership.novonee.com/notes_and_documentation?_ga=2.215580372.2117520768.1742825648-1710351467.1734448158 and keep it handy at every workstation. It’s perfect for training new hires and keeping everyone on the same page.

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

#151 Where to Make Notes in Dentrix

In this episode, Dayna Johnson and Claire Dickinson discuss the impact of AI in the dental industry, addressing common fears and misconceptions while highlighting the benefits of AI as a tool for operational efficiency. They explore how AI can augment roles rather than replace them, the importance of protecting patient information, and practical applications of AI in both professional and personal contexts. The conversation emphasizes the need for continuous learning and adaptation to new technologies in order to thrive in the evolving landscape of healthcare.

Takeaways
➡AI is perceived with both fear and excitement in the dental industry.
➡Concerns about job security due to AI are prevalent among dental teams.
➡AI can enhance operational efficiency by automating tedious tasks.
➡It's crucial to reassure teams that AI is an augmentation tool, not a replacement.
➡Protecting patient information (PHI) is essential when using AI technologies.
➡Continuous conversation about AI's benefits can alleviate fears.
➡AI can assist in creating policies and operational documents quickly.
➡Using AI for transcription can enhance engagement during performance reviews.
➡AI can help with personal tasks, such as meal planning and scheduling.
➡Embracing AI is vital for staying relevant in the industry.

Chapters

00:00 Introduction to AI in Dentistry
02:04 Addressing Fears Surrounding AI
08:01 AI as an Augmentation Tool
13:54 Protecting Patient Information with AI
19:05 Operational Efficiency through AI
24:51 Embracing AI in Personal Life
29:04 Conclusion and Contact Information

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

#152 Fear and Excitement in AI with Claire Dickinson

In this episode, Dayna Johnson discusses the critical aspects of perio charting in dental hygiene, emphasizing its importance for diagnosing periodontal disease. She shares practical tips for enhancing efficiency, including the use of keyboard shortcuts and custom scripts in Dentrix software. The episode also covers how to document exam information effectively and the benefits of copying this information into clinical notes for better patient care and insurance documentation.

➡Perio charting is essential for diagnosing periodontal disease.
➡Hygienists must prioritize time for perio charting.
➡Custom scripts can enhance efficiency in perio charting.
➡Keyboard shortcuts streamline the perio charting process.
➡The bleeding all button simplifies documentation of bleeding.
➡Exam information can be crucial for insurance claims.
➡Documenting clinical observations is important for patient records.
➡Stage and grade of periodontal disease should be included in charts.
➡Copying exam information to clinical notes saves time.
➡Continuous learning about software features is vital for hygienists.

Chapters

00:00 Introduction to Perio Charting
10:09 Utilizing Keyboard Shortcuts
16:28 Copying Exam Information to Clinical Notes

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


#153 Dentrix Perio Chart Shortcuts

Mackenzie Richter is the Vice President, Global Commercial Digital Workflow Solutions at Henry Schein, responsible for vision, strategic direction, commercialization, growth and performance of our new critical workflow initiatives.   
With over 25 years of experience, Mackenzie brings a deep understanding of both the digital dental workflow and the dental practice environment, having "grown up" working in her family’s dental practice. Throughout her career, she has consistently driven innovation, growth, and financial performance. The 3-Click Dentistry concept was born from conversation she had with her brother and has now moved into action.
In this conversation, Mackenzie discusses the evolution of dental technology and its impact on practice management. She emphasizes the importance of integrating AI and simplifying workflows to enhance efficiency and patient care. The discussion covers the challenges faced by dental practices, the concept of three-click dentistry, and the future of digital workflows, including innovations in night guard production.

Takeaways
➡Mackenzie Richter has a deep-rooted background in dentistry.
➡Technology can transform dental practices significantly.
➡AI can enhance patient treatment acceptance rates.
➡Simplifying workflows is crucial for dental teams.
➡3-click dentistry aims to reduce complexity in processes.
➡Integration of imaging and scanning technologies is essential.
➡Consistent documentation improves practice efficiency.
➡Future innovations will focus on accessibility and ease of use.
➡Night guards can be produced more efficiently with new technology.
➡The dental industry is continuously evolving to improve patient care.

Chapters

00:00 Introduction to the International Dental Show
03:11 The Impact of Technology in Dentistry
06:04 Challenges in Dental Practice Management
08:46 Three-Click Dentistry Explained
11:53 Integration of Imaging and Scanning Technologies
14:47 Future Innovations in Dental Workflow
17:54 Simplifying Night Guard Production
21:04 Conclusion and Future Outlook

Learn more about the 3-Click Digital Dental Workflow at: https://www.henryschein.com/IDS2025

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

#154 Interview with Mackenzie Richter - 3 Click Dentistry

In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews Dr. Ryan Hungate at the International Dental Show in Cologne, Germany. They discuss the collaboration between FDI and Henry Schein on integrating electronic health records in dentistry, the importance of universal data platforms, and the potential for reimbursement changes in dental practices. The conversation highlights the need for seamless communication between dental and medical professionals to improve patient care.

Takeaways
➡The International Dental Show is a significant event for dental professionals.
➡Dr. Ryan Hungate has transitioned from practicing orthodontics to focusing on strategic roles in dental technology.
➡The collaboration between FDI and Henry Schein aims to integrate health records across dental and medical fields.
➡Eight core health indicators are being developed to enhance patient care.
➡The Universal Data Platform allows for better data sharing between dental practices and medical professionals.
➡Payers may reimburse for new health indicators and tests that improve patient outcomes.
➡Integrating health records can streamline workflows in dental practices.
➡Dental professionals are encouraged to adapt to new technologies without extensive retraining.
➡The importance of collaboration in the dental industry is emphasized.
➡Innovative solutions are needed to incorporate health screenings into regular dental visits.

Chapters

00:00 Introduction to the High Performing Dental Team Podcast
04:48 The Collaboration Between FDI and Henry Schein
09:51 Integrating Health Records in Dentistry
13:43 The Role of Universal Data Platform

Click here to download the Consensus Statement: https://fdiworlddental.org/consensus-statement-integrated-electronic-health-records

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

#155 Interview with Ryan Hungate FDI Integrated Electronic Health Records Project

Dayna Johnson discusses her interview with Dr. Ryan Hungate, Chief Strategy Officer for Henry Schein One, focusing on the collaboration between FDI and Henry Schein on a new electronic integrated health records project. The conversation highlights the importance of integrating oral health records with overall healthcare, emphasizing the need for better accessibility and collaboration among healthcare providers. Dayna outlines eight core oral health indicators for integration that will enhance patient care and documentation in dental practices.

Takeaways

➡️FDI is the World Dental Federation focusing on global oral health advocacy.
➡️The collaboration between FDI and Henry Schein aims to improve electronic health records.
➡️Integrated health records can enhance patient care and coordination among providers.
➡️Dayna emphasizes the need for better access to patient records in dentistry.
➡️The electronic health records project has been in development for five years.
➡️There are eight core oral health indicators for integration in dental practices.
➡️Dayna plans to provide more resources and podcasts on these indicators.
➡️Improving health history documentation is crucial for patient safety.
➡️The new Dentrix Imaging Center will facilitate better sharing of diagnostic images.
➡️Collaboration in healthcare is essential for comprehensive patient care.

Chapters

00:00 Introduction to the Interview with Dr. Ryan Hungate
07:09 The Importance of Integrated Health Records
20:51 Core Oral Health Indicators for Integration

CLICK HERE to download the Consensus Statement launched from FDI: https://fdiworlddental.org/fdi-releases-consensus-paper-integration-oral-health-electronic-health-records

Connect with Dayna: https://fdiworlddental.org/fdi-releases-consensus-paper-integration-oral-health-electronic-health-records





#156 The Eight Core Health Indicators for Integration

In this episode, Dayna Johnson interviews Dr. Laura Schwindt, a dentist and entrepreneur focused on holistic well-being and empowering high-achieving professionals. They discuss the importance of life coaching, the Heroic Life Coaching Program, and how to discover personal virtues. The conversation emphasizes the significance of team dynamics, support, and the ripple effect of well-being in the workplace. Dr. Laura Schwindt shares insights on addressing resistance in coaching and the science behind happiness and productivity, concluding with a call to action for those feeling overwhelmed to seek help.


Takeaways

➡Dr. Laura Schwindt emphasizes the importance of addressing burnout in high-achieving professionals.
➡Life coaching can provide critical support during challenging times.
➡Personal virtues play a significant role in individual fulfillment and success.
➡The Heroic Life Coaching Program combines ancient wisdom with modern science.
➡Team dynamics greatly influence workplace morale and productivity.
➡Awareness and support among team members can enhance overall well-being.
➡Challenges are opportunities for growth and self-improvement.
➡Improving employee happiness can lead to increased productivity.
➡Curiosity can help overcome resistance to new ideas and practices.
➡Seeking help is a sign of strength, not weakness.

Chapters

00:00 Introduction to High Performing Dental Teams
03:04 The Journey of Dr. Laura Schwindt
06:07 The Importance of Life Coaching
09:10 Understanding the Heroic Life Coaching Program
11:50 Discovering Personal Virtues
14:49 Team Dynamics and Support
17:50 The Ripple Effect of Well-Being
20:58 Addressing Resistance in Coaching
23:55 The Science Behind Happiness and Productivity
26:59 Conclusion and Call to Action

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

#157 The Ripple Effect of Well Being in the Workplace with Dr. Laura Schwindt

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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