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.

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#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

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!

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

The High Performing Dental Team

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