Dental Practice Managers: 9 Tips for Running an Office

An essential element of every dental office is proper management. Dental practice managers need to stay on top on their day-to-day operations to achieve this. But, how?

Mainly, you need to lead your team, ensure quality customer service, and attract new patients. Plus, you need to keep all the employees on the same page to ensure a seamless operation. Also, consider thinking about dental benefits plans for preventive care and other basic services.

Well, in this post, we’re going to explore some of the tips for running a dental office.

Read on to learn more.

1. Use Management Systems

To keep your practice running efficiently, you need a system for managing patient records, maintaining inventory and accounting. The management system gives you the pulse of your practice. It offers a central location for all your data for easy accessibility.

Typically, a good dental management system should be able to improve your dental services and your bottom line. It allows you to monitor tasks that require the input and cooperation of several employees. You can also use it to track your monthly, quarterly, and annual goals.

Add every team member to your system and be sure to give everyone a job description. A description allows each member to understand their role and who they need to report to.

2. Evaluate Your Performance

You can carry out a quarterly or yearly performance analysis to understand the progress of your team. Performance evaluation provides dentists and managers vital information that can be useful in job reassignment and promotions.

The analysis should focus on areas such as general job skills, attitude, accomplishments, learning abilities, knowledge and job attendance. This gives you the basis for making judgments or work terminations. Also, it gives you the documents you need should any of your employees sue you for job termination.

You can have one-on-one discussions with employees to let them know what they have done well and what needs improvement. In the long run, you’re able to create a reliable team that measures up to your objectives.

3. Offer More Communication Channels

With the development of technology, consumers are usually various methods to contact businesses. As an office manager, you want to ensure that your customer support team has access to different communication channels for patients to use.

Calls are still effective for business communications, but adding email and text manage to your customer service is great. Allow your patients to reach out to via social media platforms and messaging apps, such as WhatsApp.

This will streamline making appointments and your overall customer service.

4. Focus On Your Office Culture

You’ll need to identify the attributes and traits that make your office unique. This is the convenient way of establishing your office culture. Try to learn your personality, interests, values, behaviors, and systems.

Determine how your employees are relating to one another and patients. Understanding their expectations and social abilities is also important. Keep in mind that your physical environment and office decor are important, too.

Basically, creating an office culture is all about identifying what keeps your team on the same page.

5. Train Your Staff

This is an important task that all dental practice managers need to consider. Regular training for your employees helps to keep them up-to-date with new industry developments.

Ensure your front desk team has the right attitude, professionalism, and communication skills to impress new patients. Each member should be better at what they do. You can offer training quarterly or after every six months.

From best dental practices, technical expertise to great customer service, a proper training will give your employees the skills they need to grow your practice.

6. Stay Up to Date

As an office manager, staying abreast of new trends and developments in the dental industry is essential. It helps to learn the latest dental care technologies, office management practices, and insurance policies that are likely to affect your practice.

Staying current alters how you manage the practice and how you deliver services to clients. It will improve your communication with patients and help you change insurance codes as needed. You can subscribe to popular dental publications and blogs to follow happenings in the dental world.

7. Be a Competent Leader

Dental practice managers understand that the rest of the team depend on them for decisions and directions. As such, you should be able to communicate effectively, set clear and reasonable expectations, listen and provide feedback as needed.

You should be definite as possible when defining roles and responsibilities. This will to reduce time wastage and redundancy and improve office efficiency. Great leaders lead by example, so be sure to focus on showing your team what you need rather than telling them.

8. Ensure Patient Satisfaction

The satisfaction of your patients always comes down to the experience they had. Good satisfaction and customer service are critical to growing your patient base.

You can use surveys to know how patient feel about your practice. They can leave feedback on what areas they feel are great and those that need improvement. Also, you can monitor your online reviews on Yelp and Google My Business.

Be open as possible and always respond to questions promptly to reduce complaints. If there are any complaints, ensure to discuss them with your patient and offer solutions to them.

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9. Leverage New Marketing Techniques

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Attracting new dental patients helps to keep your practice running and busy. So, you want to differentiate yourself from the competition by offering something unique to patients. Focus on creating a solid first impression and impressing patients with every succeeding visit.

Use your website to connect with clients and make it easier for them to find your practice. This can be done through optimizing the site to attain higher rankings. Leverage community outreach to improve your profile within your local area. Also, remember to list your practice in business directories.

Dental Practice Managers – The Takeaway

Today, dental practice managers need to be savvy to ensure the success and growth of their practice. As a manager, you’re in charge of overseeing almost all office operations.

It’s your responsibility to generate reports on patients, insurance claims, and recalls. You’re also accountable for tracking all the vital signs to gauge the overall dental performance. Remember to use American Dental Association’s management guidelines to ensure a successful practice.

Feel free to get in touch with us if you have any question. We’ll be glad to help.

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Author: Kathy Jiamboi

Owner of Creativedge Marketing, where growth-oriented dentists find dental practice marketing strategies and advice to take their practice to a new and higher level.

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